a^jfSS^^ 

LIBRfS 


DOCUMENTS 


( SUPERSEDING  ALL  PREVIOUS  REGULATIONS  AND  INSTRUCTIONS 
CONCERNING  THE  DUTIES  OF  CUSTODIANS.) 


L'BRARY 
INSTRUCTIONS 


TO 


CUSTODIANS  OF  PUBLIC  BUILDINGS 


UNDER  THE  CONTROL  OF 


THE  TREASURY  DEPAETMENT. 


19O5. 


WASHINGTON: 

GOVERNMENT  PRINTING  OFFICE. 
1905. 


1165 

OOCUMEN1S 
DEPT. 


..  I  - 


Please  acknowledge  receipt  of  this  book  in  an  official  communica- 
tion addressed  to  the  Chief  Clerk  of  the  Treasury  Department. 


CONTENTS. 


Section.  Page. 

I.  Government  buildings  in  charge  of  custodians 7 

II.  Custodians — How  appointed — No  official  to  act  as  such  until  so 

authorized — No  salary  or  emoluments  attached  to  position.  _  -          7 

III.  Acting  custodians — How  appointed 7 

IV.  Correspondence  by  custodians  with  United  States  Civil  Service 

Commission  prohibited 7 

V.  Signature  of  custodian  required,  when  he  is  on  duty,  to  official 

matter — Must  not  be  affixed  by  stamp 7 

VI.  Qualifications,   manner  of  appointment,   and  payment  of  all 
employees  in  the  custodian  service — Pay  rolls — Death  of  an 

employee 

VII.  Custodians  prohibited  from  giving  letters  of  recommendation 

as  to  articles  or  persons 15 

VIII.  Engineers,    firemen,    janitors,    and    other    employees — Their 

duties 15 

IX.  Leaves  of  absence 16 

X.  Heating  and  ventilating  apparatus,  engines,  pumps,  and  ele- 
vators—Statements regarding,  to  be  made  by  engineers 17 

XI.  Repairs  to  buildings  and  their  appurtenances 17 

XII.  Only  custodians  to  incur  indebtedness 18 

XIII.  Authority  must  be  obtained  before  incurring  indebtedness 18 

XIV.  Estimates  . 19 

XV.  Specifications 20 

XVI.  Competitive  bids  should  be  obtained 20 

XVII.  Proposals 20 

XVIII.  Advertisements  and  circular  letters 21 

XIX.  Bonds  for  contract— No  official  or  employee  to  be  interested 
directly  or  indirectly  in  any  contract  for  Government  work 

or  supplies 

XX.  Leases . ... 

XXI.  Sale  of  old  furniture  or  material 23 

XXII.  Fuel 23 

XXIII.  Furniture,  specifications  for,  and  for  repairs  thereto. . 

XXIV.  Carpets  ..     . 26 

XXV.  Safes  and  locks..  - 26 


M201505 


4  CONTENTS. 

Section.  Page. 

XXVI.  Vouchers 26 

XXVII.  Repairs  and  preservation  of  public  buildings  . .  29 

XXVIII.  Heating  apparatus  for  public  buildings.  -   29 

XXIX.  Vaults,  safes,  and  locks  for  public  buildings 29 

XXX.  Items  chargeable  to  the  appropriation  "Furniture,  and  repairs 

of  same,  for  public  buildings  "  80 
XXXI.  Items    chargeable    to   the    appropriation    "Fuel,    lights,   and 

water  for  public  buildings  " .  31 

XXXII.  Items  chargeable  to  the  appropriation  "Pay  of  assistant  cus- 
todians and  janitors  " 31 

XXXIII.  Items  chargeable  to  the  appropriation  "Expenses  of  collecting 

the  revenue  from  customs  " 32 

XXXIV.  'Official  letters  to  be  properly  addressed 32 

XXXV.  Stationery,  blank  forms,  and  blank  books,  how  obtained- 33 

XXXVI.  Separate  communications  required . .  33 

XXXVII.  Letters  to  be  answered  without  delay 33 

XXXVIII.  Official  letters  to  be  briefed 33 

XXXIX.  Posting  advertisements  prohibited _  34 

XL.  Booms  must  be  used  for  official  purposes  only 34 

XLI.  Rooms  must  not  be  used  for  unofficial  purposes • 34 

XLII.  Articles  for  experimental  purposes  must  not  be  introduced  into 

the  buildings 35 

XLIII.  Assignment  of  rooms _ 35 

XLIV.  Assignment  plans -. 35 

XLV.  Post-office  lock  boxes,  duplicate  keys,  repairs,  etc 35 

XL VI.  Record  and  return  of  public  property 36 

XLVII.  Flags  to  be  hoisted— How  supplied 37 

XLVIII.  Decorating  and  draping  public  buildings 38 

XLIX.  Letters  and  records  the  property  of  the  United  States 38 

L.  Post-office  canceling  machines _ 38 

LI.  Changes  in  electric  wiring  or  gas  piping 38 

APPENDIX. 

Instructions  to  engineers  and  firemen  of  public  buildings _  41 

Information  in  regard  to  safes  and  locks 44 

Sample  form  of  semiannual  return  of  furniture  and  fixtures 47 

Sample  form  of  requests  to  transfer,  sell,  and  drop  furniture 48 

Sample  form  of  pay  roll  of  employees 49 

Sample  voucher  of  the  several  appropriations 50-64 

List  of  civil-service  districts 64 

Sample  form  of  account  of  sale _  _  _ 65 

Law  relating  to  sale _ 65 

Statutory  provisions 66 


CONTROL  OF  PUBLIC  BUILDINGS  AND  SITES. 


It  is  provided  by  law  "that  all  court-houses,  custom-houses,  post-offices, 
appraiser's  stores,  barge  offices,  subtreasuries,  and  other  public  buildings  outside 
of  the  District  of  Columbia  and  outside  of  military  reservations  which  have 
been  heretofore  purchased  or  erected,  or  are  at  present  in  course  of  construction 
or  which  may  hereafter  be  erected  or  purchased  out  of  any  appropriation  under 
the  control  of  the  Treasury  Department,  together  with  the  site  or  sites  thereof, 
are  hereby  expressly  declared  to  be  under  the  exclusive  jurisdiction  and  control 
and  in  the  custody  of  the  Secretary  of  the  Treasury,  who  shall  have  full  power 
to  take  possession  of  and  assign  and  reassign  rooms  therein  to  such  Federal 
officials,  clerks,  and  employees  as  in  his  judgment  and  discretion  should  be 
furnished  with  offices  or  rooms  therein."  (U.  S.  Stat.  L.,  vol.  30,  p.  614.) 


INSTRUCTIONS   TO    CUSTODIANS    OF    PUBLIC 
BUILDINGS. 


SECTION  I.  Buildings  and  employees  in  charge  of  custodians. — 
United  States  Government  buildings,  their  fixtures  and  furniture, 
all  appurtenances  pertaining  thereto,  and  all  employees  in  the  assist- 
ant custodian  and  janitor  service,  are  under  the  charge  and  control 
of  custodians  and  subject  to  their  supervision  as  agents  of  the  Treas- 
ury Department. 

SEC.  II.  Appointment  of  custodians. — Custodians  are  appointed 
by  the  Secretary  of  the  Treasury,  and  officials  must  not  certify  pay 
rolls  or  vouchers  or  in  any  manner  act  as  custodians  until  they  shall 
have  been  authorized  so  to  do.  There  is  no  salary  or  emolument 
attached  to  the  position. 

SEC.  III.  Appointment  of  acting  custodians. — Custodians  may, 
when  necessary,  submit  to  the  Department  for  approval  the  nomina- 
tion of  a  suitable  official  for  appointment  as  acting  custodian,  to  serve 
only  during  the  absence  of  the  custodian  by  reason  of  sickness  or  any 
other  cause;  but  such  person  shall  not  act  until  his  nomination  is 
approved  by  the  Secretary  of  the  Treasury. 

SEC.  IV.  Correspondence  with  Civil  Service  Commission. — Cor- 
respondence by  custodians  with  the  United  States  Civil  Service  Com- 
mission or  the  district  secretaries  of  the  several  civil-service  districts 
is  prohibited,  except  in  so  far  as  provided  by  the  rules  for  making 
requisition  for  eligibles.  All  other  correspondence  relative  to  the  per- 
sonnel of  the  assistant  custodian  and  janitor  service  must  be  addressed 
to  the  Secretary  of  the  Treasury. 

SEC.  V.  (1)  Signature  of  custodians. — The  signature  of  the  cus- 
todian is  required,  when  he  is  on  duty,  to  all  official  matter  forwarded 
to  the  Department  relative  to  the  assistant  custodian  and  janitor 
service. 

(2)  Signature  of  acting  custodians. — The  acting  custodian's  sig- 
nature will  be  accepted  only  in  the  absence  from  duty  of  the  custodian. 

(3)  Signatures  affixed  by  stamp. — The  signatures  of  custodians, 
or  acting  custodians,  affixed  by  stamp,  or  of  other  employees  in  the 
service  signing  for  the  custodian  or  the  acting  custodian,  will  not  be 

recognized. 

7 


S  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

QUALIFICATIONS,  MANNER  OF  APPOINTMENT  AND  REMOVAL,  AND  PAY- 
MENT OF  ALL  EMPLOYEES  IN  THE  ASSISTANT  CUSTODIAN  AND  JANITOR 
SERVICE. 

SEC.  VI.  (1)  Appointments,  changes,  removals,  etc. — All  appoint- 
ments, removals,  and  changes  of  persons  whose  compensation  is  paid 
from  the  appropriation  for  "  Pay  of  assistant  custodians  and  jan- 
itors "  will  be  made  by  the  Secretary  of  the  Treasury  at  Washington 
and  transmitted  to  the  custodian. 

(2)  Classified  appointments. — Appointments  to  classified  places  in 
the  assistant  custodian  and  janitor  service  will  be  made  by  the  Secre- 
tary of  the  Treasury,  upon  the  recommendation  of  the  custodian,  as 
provided  in  paragraphs  3,  4,  5,  and  6. 

(3)  Probational  appointments. — Whenever  a  new  place  is  created 
by  the  Department  or  a  vacancy  occurs  in  the  classified  force  under 
the  supervision  of  the  custodian,  that  official  shall  make  requisition 
upon  the  secretary  for  the  civil-service  district"  in  which  the  vacancy 
exists  for  a  certification  of  eligibles,  and  the  district  secretary  will 
forward  to  the  custodian  the  papers  of  those  eligible  for  appoint- 
ment to  such   vacancy.     The  custodian   shall  make  selection  of  one 
of    the    eligibles,    and    immediately    thereafter    notify    the    person 
selected,  and  after  his  acceptance  shall   nominate  him   for  appoint- 
ment  to   the    Department    on    the    prescribed    form    of    nomination, 
which  is  to  show  also  the  names  of  the  two  other  persons  submitted 
for  the  vacancy. 

(4)  Temporary  appointment  from  rcgistc-r. — In  case  the  custodian 
declines  to  nominate  for  probational   appointment   from  a  register 
containing  at  least  one  and  less  than  three  names,  temporary  appoint- 
ment must  be  made  from  the  register,  unless  reasons  satisfactory  to 
the  United  States  Civil  Service  Commission  are  given  why  it  should 
not  be  so  made.     Such  appointments  may  continue  until  the  position 
is  filled  probationary  from  a  register  containing  at  least  three  names. 

(5)  Temporary  appointment  not  from  register. — When  there   is 
no  name  upon  the  register,  or  when  the  register  contains  at  least  one 
and  less  than  three  names,  but  no  eligible  is  willing  to  accept  tem- 
porary appointment,  or  is  not  available  on  account  of  absence  from 
the  city,  or  other  cause,  the  custodian  may  nominate  any  person 
for  temporary  appointment.     The  custodian  must  show  on  his  nom- 
ination the  fact  that  no  eligible  would  accept  or  was  available,  and 
the  reason  therefor.     Such  temporary  appointments  may  continue 
until  the  position  is  filled  by  either  probational  or  temporary  appoint- 
ment from  the  register. 

«  See  appendix  for  list  of  civil-service  districts. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  9 

(6)  Temporary   job    employment. — When    a    temporary   appoint- 
ment is  necessary  for  job  employment,  additional  work,  or  on  account 
of  the  absence  of  an  employee,  selection  must  be  made  from  a  list 
of  eligibles  if  there  is  at  least  one  eligible  willing  to  accept,  unless 
reasons  satisfactory  to  the  United  States  Civil  Service  Commission 
are  given  why  such  selection  should   not  be  made.     The  appoint- 
ment must  be  tendered  to  those  on  the  register  in  accordance  with 
the  rules  governing  certification,  and  if  all  of  them  decline,  or  no 
one  is  available  on  account  of  absence  from  the  city  or  other  cause, 
any  person  may  be  nominated,  and  the  facts  relative  thereto  shall 
be  noted  by  the  custodian  upon  the  form  of  nomination. 

(7)  Declination  of  appointment. — \f  probational,  temporary,  or 
a  job  appointment  is  declined  by  a  person  on  the  register,  a  written 
declination  shall  be  required  by  the  custodian  and  shall  be  forwarded 
to  the  district  secretary. 

(8)  Report  on  probationer. — Custodians  shall  report  to  the  De- 
partment, in  writing,  at  least  five  days  before  the  end  of  the  proba- 
tionary term,  viz,  six  months  from  date  of  oath,  of  each  probational 
employee  under  their  control,  whether  his  conduct  and  capacity  have 
been  satisfactory  during  said  term,  and  whether  his  retention  in  the 
service  is  recommended. 

UNCLASSIFIED    APPOINTMENTS. 

(9)  Unclassified    appointments. — Appointments    to     unclassified 
places  in  the  assistant  custodian  and  janitor  service  will  be  made  by 
the  Secretary  of  the  Treasury,  upon  the  recommendation  of  custo- 
dians, as  provided  in  paragraphs  10,  11,  and  12. 

(10)  Unclassified  appointments  from  registers  of  eligibles. — At 
all  places  where  regulations  have  been  or.  may  hereafter  be  promul- 
gated by  the  United  States  Civil  Service  Commission  for  filling  un- 
classified positions  from  registers  of  eligibles,  unless  filled  by  rein- 
statement, transfer,  promotion,  or  reduction,  custodians  shall,  when- 
ever a  new  place  is  created  by  the  Department,  or  a  vacancy  occurs 
in  the  unclassified  force  under  their  control,  or  when  temporary  ap- 
pointment is  necessary  for  job  employment,  additional  work,  or  by 
reason  of  the  absence  of  an  employee,  make  requisition  upon  the  local 
secretary  of  the  civil-service  board  or  upon  the  secretary  for  the  civil- 
service  district  in  which  the  vacancy  exists,  if  the  vacancy  is  at  dis- 
trict headquarters,  for  a  certification  of  eligibles,  specifying  sex  and 
principal  duties  of  the  position ;  and  the  secretary  will  certify  to  the 
custodian  the  names  of  the  three  eligibles  at  the  head  of  the  register 
remaining  eligible  for  appointment  to  such  vacancy.     The  custodian 
shall  make  selection  of  one  of  the  eligibles  from  the  list  certified,  with 
sole  reference  to  fitness,  unless  he  shall  offer  written  objection  which 


10  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

the  United  States  Civil  Service  Commission  may  deem  sufficient,  and, 
after  acceptance,  shall  nominate  the  person  for  appointment  to  the 
Department  upon  the  prescribed  form  of  nomination. 

(11)  Unclassified  appointments  not  from  register  at  places  where 
regulations  have  been  established. — When  a  demand  for  appointment 
arises  which  can  not  be  met  in  the  manner  described  in  paragraph 
10,  the  custodian  may  nominate  for  temporary  appointment  a  person 
whose  name  is  either  not  on  the  register  or  not  in  turn  for  certifica- 
tion.    Such  appointments  may  continue  until  the  position  is  filled 
from  a  register  of  eligibles. 

(12)  Nominations   to    be   forwarded   through    civil-service   secre- 
taries, etc. — All  nominations^  for  transfer,   promotion,   or  appoint- 
ment to  classified  positions,  and  to  unclassified  positions  where  regu- 
lations have  been  or  may  hereafter  be  promulgated  by  the  United 
States  Civil  Service  Commission  for  filling  such  positions  from  reg- 
isters of  eligibles,  shall  be  submitted  upon  the  proper  form  of  nomi- 
nation furnished  custodians  by  the  Department  and  be  delivered  to 
the  local  civil-service  secretary,  who  will  forward  the  form  to  the  dis- 
trict secretary  for  approval  and  transmittal  to  the  Department.     \o 
action  will  be  taken  on  nominations  unless  submitted  upon  the  proper 
form  and  approved  by  the  district  secretary.     Each  nomination  must 
be  on  a  separate  form. 

(13)  Unclassified  appointments  at  places  where  regulations  h<tr<> 
not  been  promulgated  for  filing  such  positions  from  registers. — At 
places  where  regulations  have  not  been  promulgated  by  the  United 
States  Civil  Service  Commission  for  filling  vacancies  from  registers 
of  eligibles,  any  suitable  person  may  be  selected  by  the  custodian  for 
permanent  appointment. 

(14)  Form  221  to  accompany  nominations. — All  nominations  for- 
warded to  the  Department  for  appointment  to  any  position  must, 
in  each  case,  be  accompanied  by  Form  221 — Information  as  to  the 
personnel — properly  filled  out  in  the  handwriting  of  the  nominee. 

(15)  Two  or  more  members  of  family  in  service. — Whenever  there 
are  two  or  more  members  of  a  family  in  the  public  service,  no  other 
member  of  such  family  shall  be  eligible  to  appointment. 

(16)  Intoxicating  liquors. — Persons  habitually  using  narcotics,  or 
intoxicating  liquors  to  excess,  shall  not  be  appointed  to  nor  retained 
in  any  office  under  the  custodian. 

(17)  Age  limit  of  candidates. — Candidates  for  selection  and  ap- 
pointment to  unclassified  and  temporary  classified  places  not  selected 
from  register  of  eligibles  must  not  be  under  21  nor  over  50  years  of 
age,  and  must  be  of  suitable  physical  condition  and  mentally  quali- 
fied, the  same  as  required  by  the  rules  and  regulations  of  the  civil 
service  of  the  United  States:  Provided,  That  if  otherwise  duly  quuli- 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  11 

fied,  the  limitation  as  to  age  shall  not  apply  to  persons  who  may  have 
been  honorably  discharged  from  the  military  or  naval  service  of  the 
United  States  by  reason  of  disability  resulting  from  wounds  or  sick- 
ness incurred  in  the  line  of  duty :  Provided  also,  That  the  limitation 
as  to  age  shall  not  apply  to  persons  possessing  qualifications  of  special 
value  to  the  service,  if  their  physical  condition  is  satisfactory. 

(18)  Assignment  of  persons  to  duty. — Custodians  are  especially 
Avarned  against  assigning  persons  to  duty  who  have  not  been  regu- 
larly appointed  by  the  Department,  except  in  cases  where  immediate 
service   is   necessary   in   connection   with   the  heating   and   hoisting 
apparatus  or  electric-light  plants,  and  in  such  cases  immediate  nom- 
ination shall  be  made  to  the  Department  in  the  same  manner  as  for 
any  appointment. 

(19)  Division  of  salary. — A  division  of  salary  by  employees  with 
persons    whose    services    are    unauthorized    by    the    Department    is 
strictly  forbidden,  and  will  subject  the  offending  employee  to  dis- 
missal from  the  service.     Voluntary  service  of  all  kind  is  prohibited 
and  will  not  be  allowed  under  any  circumstances. 

(20)  Incompetency. — Any  incompetency  or  inefficiency  on  the  part 
of  employees  must  be  reported  at  once  to  the  Department  for  its  con- 
sideration and  action,  with  proper  recommendation  in  the  premises. 

(21)  Resignations. — Resignations  of  employees  must  be  in  writ- 
ing, and  submitted  by  the  custodian  to  the  Department,  together  with 
a  statement  giving  the  cause  of  such  resignation. 

(22)  Removals   from   classified  positions. — No   removal   shall   be 
made  from  the  competitive  classified  positions  except  for  just  cause 
and   for   reasons   given   in   writing;    and   the   person   sought   to   be 
removed  must  be  given  notice  and  be  furnished  a  copy  of  such  reasons, 
and  be  allowed  three  days  in  which  to  make  answer  thereto  in  writing. 
The  charges  and  the  answer  shall  be  forwarded  to  the  Secretary  of 
the  Treasury,  with  such  recommendation  for  action  as  the  custodian 
may  desire  to  make.     When  necessary,  for  the  good  of  the  service, 
the  accused  may  be  suspended   from   duty   pending   action   on  the 
charges,  such  suspension  from  duty  to  be  immediately  reported  to  the 
Secretary  of  the  Treasury  for  his  approval. 

(23)  Removals  from  unclassified  positions. — No  removal  shall  be 
made  from  the  unclassified  positions  except  for  such  cause  as,  in  the 
judgment  of  the  head  of  the  Department,  will  promote  the  efficiency 
of  the  service.     The  reasons  for  any  removal  shall  be  made  of  record 
in  the  office  of  the  custodian  under  which  the  person  is  serving. 

A  list  of  civil-service  districts  will  be  found  in  the  Appendix. 


12  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

I'AY    ROLLS. 

(24)  Mouthy  pay  rolls  and  vouchers  not  to  be  made  out  until 
services  have  been  rendered. — Custodians  and  acting  custodians  must 
not  certify  to  monthly  pay  rolls  or  vouchers  until  the  services  for 
which  payment  is  to  be  made  have  been  actually  and  fully  rendered, 
except  that  in  cases  where  the  last  day  covered  by  such  pay  rolls  or 
vouchers  is  Sunday  or  is  a  legal  holiday  they  may  be  certified  on  the 
day  preceding  and  forwarded  for  approval  and  payment.     Pay  rolls 
must  be  certified  only  on  the  last  day  of  the  month,  and  forwarded 
only  at  the  end  of  each  month,  except  in  cases  of  separation  from  the 
service. 

(25)  Payment  less   than  provided   by   latr. — The  payment   to   an 
employee  of  a  sum  less  than  is  provided  by  law,  or  requiring  him  to 
receipt  or  give  a  voucher  for  an  amount  greater  than  actually  paid 
to  or  received  by  him,  is  prohibited  by  law. 

(26)  Pay  rolls  in  duplicate. — Pay  rolls  in  duplicate  should  be  made 
out  on  the  form  prescribed  by  the  Department,  Catalogue  No.  114JA 
or  No.  114JB.     All  rolls  should  be  footed  up  and  the  total  placed  at 
the  bottom  of  the  roll,  ruling  out  all  blank  lines  between  the  names 
and  the  total.     (For  sample  roll  see  Appendix,  p.  49.) 

(27)  Custodian*  to  rcrtifi/  to  pay  roll*. — Custodians  must  certify 
that  the  employment  of  the  persons  entered  on  the  pay  roll  at  the 
rate  of  compensation  stated  lias  been  duly  authorized  by  the  Secre- 
tary of  the  Treasury,  and  that  the  services  charged  have  been  per- 
formed and  were  necessary  to  the  proper  transaction  of  the  public 
business  pertaining  to  the  assistant  custodian  and  janitor  service  in 
the  buildings  in  their  custody. 

(28)  Only  regular  employees  to  he  borne  on  pay  rolls. — Only  the 
names  of  employees  who  are  regularly  appointed  must  be  borne  on  the 
pay  roll. 

(29)  Oath  of  office. — The  oath  of  office  must  be  administered  on 
Form  2(>c,  division  of  appointments,  and  must  be  taken  before  a  jus- 
tice of  the  peace,  notary  public,  or  a  clerk  of  a  court  of  record  author- 
ized to  administer  oaths  generally. 

(30)  Name*  xtr'idscn  from  roll. — The  names  of  persons  whose  oaths 
of  office  have  not  been  forwarded  to  the  Department,  and  the  names  of 
those  employed  without  authority  and  not  regularly  appointed,  will 
be  stricken  from  the  pay  roll. 

(31)  Names  and  xi</ natures. — The  names  of  the  employees  should 
be  written  in  the  proper  column  on  the  pay  roll  in  a  distinct  and 
legible  manner ;  and  in  all  cases  the  full  name — the  Christian  and  the 
surname — will  be  written  in  the  appointment,  and  the  name  and  sig- 
nature to  the  oath  of  office  and  on  the  pay  roll  must  correspond  there- 
with.    When  the  employee  is  unable  to  write  he  must  sign  by  mark, 
and  his  signature  must  be  witnessed, 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  13 

DEATH    OF    AN    EMPLOYEE. 

(32)  Death  of  an  employee  leaving  an  estate  requiring  an  admin- 
istrator.— In  case  of  the  death  of  an  employee  the  Department  must  be 
notified  of  the  date  thereof  at  once.    If  the  deceased  employee  leaves 
an  estate  rendering  the  appointment  of  an  administrator  necessary,  the 
custodian  will  submit  to  the  Department  a  pay  roll  in  favor  of  the 
deceased,  for  the  amount  due  up  to  and  including  the  date  of  death, 
duly  receipted  by  the  administrator.     Attached  to  said  pay  roll  must 
be  a  certified  copy  of  the  letters  of  administration. 

(33)  Death  of  an  employee  not  leaving  an  estate  requiring  an 
administrator. — As  a  matter  of  substantial  justice  and  to  avoid  the 
costs  of  administration,  it  has  been  the  long  continued  practice  of  the 
accounting  officers  of  the  Treasury  Department  to  allow,  in  certain 
cases,  without  administration,  subject,  however,  to  the  laws  of  dis- 
tribution and  descent  of  the  domicile  of  the  decedents,  the  payment 
of  small  amounts,  not  exceeding  $200,  due  deceased  persons,  to  those 
persons  who  are  ultimately  and  legally  entitled  to  receive  the  same. 

No  payment  of  this  character,  however,  should  be  made  except  all 
material  and  relevant  facts  are  shown  by  an  affidavit  or  affidavits  of 
credible  persons  having  the  requisite  knowledge  thereof. 

Such  affidavit  or  affidavits  should  recite  so  much  of  the  following 
facts  as  may  be  pertinent,  and  as  far  as  practicable  in  the  order  indi- 
cated : 

1.  The  name  and  residence  of  the  affiant. 

2.  The  kinship  or  other  relationship  of  the  affiant  with  the  dece- 
dent upon  which  knowledge  of  the  facts  is  based. 

3.  The  name  of  the  decedent. 

4.  The  fact  and  date  of  his  death. 

5.  His  legal  domicile  at  the  time  of  his  death.     This  fact  should 
be  carefully  stated,  as  it  determines  what  laws  of  distribution  and 
descent  are  to  be  applied  to  the  estate.     A  mere  temporary  residence 
at  a  particular  place  does  not  fix  it  as  a  legal  domicile.     If  there  be 
any  doubt  as  to  the  legal  domicile,  all  pertinent  facts  should  be  given 
in  detail. 

6.  The   complete   facts   upon   which   the   claim  is  based;  as,   for 
instance,  the  position  lately  occupied  by  the  decedent  and  the  rate 
of  pay  attached  thereto;  the  amount  of  pay  claimed  to  be  due  and 
the  period  of  service  upon  which  said  claim  is  based. 

7.  A  description  of  the  estate  of  the  decedent,  including  its  assets 
and  liabilities,  describing  the  same,  and  its  value  as  accurately  as 
possible.     If  there  be  no  other  estate  than  that  claimed  as  being  due 
from  the  Government,  it  should  be  so  stated.     If  the  decedent  left 
debts,  it  should  be  so  stated,  and  they  should  be  described. 


14  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

8.  That  administration  of  the  estate  has  neither  been  asked  nor 
granted  and  that  to  the  best  of  the  knowledge  and  belief  of  the  affi- 
ant no  administration  Avill  be  asked  for. 

9.  The  interest  or  interests  of  the  claimant  or  claimants  in  the 
estate  of  the  decedent  and  where  possible  a  citation  of  the  law  upon 
which  they  depend  to  support  their  claim  of  interest.     Where  wid- 
ows  and   minor   children   claim   under   State   exemption   laws   they 
should  state  whether  they  have  theretofore,  or  intend  thereafter,  to 
claim,  under  their  exemption,  other  portions  of  the  estate,  and,  if 
so,  their  value.     Where  claim  is  made  for  a  debt  due  from  the  estate, 
including   those   of   funeral   expenses,   and   where   such   claims   are 
preferred  claims  under  the  laws  of  the  domicile  of  the  decedent,  the 
information   called    for   by   the    following   paragraph   need   not   be 
given.     Where  widows  from  their  own  separate  estate  defray  funeral 
expenses,  they  may,  upon  proper  averment  of  such  fact,  accompanied 
by  a  receipted  bill  in  their  names  for  such  payment,  succeed  to  all 
but  no  greater  than  the  rights  of  the  funeral  director  or  undertaker, 
and  be  reimbursed  to  the  extent  of  the  indebtedness  of  the  United 
States. 

10.  If  the  laws  of  the  domicile  of  the  decedent  make  provision  for 
distribution  to  relatives  of  a  nearer  degree  than  the  claimant  or  claim- 
ants, or  if  the  latter  be  entitled  to  but  a  distributive  share,  all  perti- 
nent facts  of  such  relationships  of  the  decedent  must  be  accurately 
and  fully  set  forth  and  the  ages  of  such  relatives  given.     If  there  be 
no  relatives  of  a  nearer  or  equal  degree,  under  the  laws  of  distribu- 
tion and  descent  it  should  be  shown  in  the  affidavit. 

The  foregoing  affidavit  or  affidavits  must  be  forwarded  to  the 
Department  and  disbursing  officers  who,  upon  the  presentation  of 
these  claims  entertain  any  doubt  whatsoever  as  to  the  person  or  per- 
sons to  whom  payment  should  be  made,  should  forward  all  papers  in 
the  case  to  the  Comptroller  of  the  Treasury  and  request  his  advance 
decision. 

(34)  Additional  compensation  not  allowed. — Claims  for  additional 
compensation  on  account  of  alleged  extra  service  can  not  be  allowed. 
Employees  in  the  assistant  custodian  and  janitor  service   are  required 
to  render  service  for  such  time  each  day  as  is  necessary  properly  to 
perform  the  duties  of  the  positions  to  which  they  were  appointed,  or 
for  such  hours  at  any  time  as  the  custodian  may  direct. 

(35)  The  ftscal  year  to  be  stated  on  pay  roll. — The  fiscal  year  of 
the  appropriation  against  which  the  amount  covered  by  any  pay 
roll  is  chargeable  must  be  stated  in  the  proper  place  at  the  top  of  the 
roll. 

(36)  Incidental  expenses. — Incidental  expenses,  as  authorized  by 
the  Department,  such  as  washing  towels,  etc.,  should  be  submitted  on 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  15 

blank  Catalogue  No.  114.  (See  Appendix,  p.  50.)  The  number  of 
towels  washed  and  the  price  charged  per  dozen  must  be  stated  in  the 
voucher. 

(37)  Compliance  with  provisions. — A  strict  compliance  with  the 
provisions  of  Section  VI  will  be  required,  and  changes  made  other 
than  in  accordance  therewith  will  not  be  approved. 

SEC.  VII.  Letters  of  recommendation. — All  officials  of  the  Treas- 
ury Department  are  prohibited  from  giving  letters  of  recommenda- 
tion in  relation  to  any  article  of  manufacture  or  in  behalf  of  any 
firm  or  corporation. 

ENGINEERS,    FIREMEN,    JANITORS,   AND  OTHER    EMPLOYEES. 

SEC.  VIII.  (1)  Employees  under  control  of  custodians. — All  em- 
ployees whose  salaries  are  paid  from  the  appropriation  "  Pay  of 
assistant  custodians  and  janitors  "  are  under  the  exclusive  direction 
of  the  custodians,  who  will  be  responsible  to  the  Department  for 
their  efficiency. 

(2)  Cleaning  building. — All  parts  of  the  building  are  to  be  kept 
neat  and  clean,  and  especial  attention  must  be  given  to  the  toilet  rooms 
and  areas ;  dirt  and  dust  must  not  be  permitted  to  accumulate  in  the 
corners  or  under  movable  furniture,  and  such  measures  must  be  taken 
as  may  be  necessary  to  protect  the  walls  and  woodwork  from  deface- 
ment and  prevent  the  committing  of  nuisances  about  the  buildings  or 
grounds. 

(3)  Cleaning  carpet. — Carpets  should  be  taken  up   and  cleaned 
once  a  year,  and  the  labor  incident  to  cleaning  the  several  portions 
of  the  building,  whitewashing,  taking  up  and  laying  carpets,  where 
practicable,  and  putting  up  and  taking  down  awnings  must  be  per- 
formed by  the  janitor  or  his  assistants. 

(4)  Economy  in  use  of  gas,  light,  water,  etc. — Janitors  must  be 
directed  to  give  special  attention  to  economy  in  the  use  of  gas,  elec- 
tric light,  and  water,  and  promptly  to  extinguish  all  lights  not  abso- 
lutely required  for  the  transaction  of  official  business. 

(5)  Extra  expense  for  labor. — Extra  expenses  for  labor  that  should 
be  performed  by  persons  regularly  employed  must  not  be  incurred 
except  under  the  written  authority  of  the  Secretary  of  the  Treasury, 
and  special  and  exceptional  authority  will  be  granted  only  for  reasons 
that  are  satisfactory  to  the  Department. 

(6)  Janitors  not  to  do  clerical  or  messenger  work. — Janitors  or 
their  assistants  must  not  be  permitted  to  act  as  clerks  or  messengers 
or  to  perform  any  service  except  as  specifically  provided  for  herein. 
A  violation  of  this  rule  will  subject  the  offending  employee  to  dis- 
missal  from   the   service,    and   custodians   are   especially   cautioned 
against  allowing  their  employees  to  perform  any  duty  that  does  not 

11177—06  M 2 


]G  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

exclusively  belong  to  the  care  and  cleaning  of  the  buildings,  grounds, 
and  their  appurtenances. 

(7)  Inspection  of  heating  apparatus.  —  The  engineer  or  fireman  in 
charge  of  the  heating  apparatus  must  make  a  thorough  inspection  of 
so  much  of  the  apparatus  as  can  be  examined  before  the  close  of  the 
heating  season,  and  after  the  apparatus  is  shut  down  the  examination 
is  to  be  completed  and  a  report  in  detail  of  the  condition  and  repairs 
required  shall  be  submitted  to  the  Department,  with  estimates  of  the 
cost  of  putting  it  in  order  for  the  next  heating  season. 

(8)  Instruction*  to  engineers  and  firemen.  —  A  mounted  copy  of 
"  Instructions  to  Engineers  and  Firemen  "  must  be  kept  posted  in  a 
conspicuous  place  in  the  engine  or  fire  room,  and  a  mounted  copy  of 
"  Instructions  to  Elevator  Conductors  "  must  be  posted  conspicuously 
in  each  elevator  car,  and  custodians  will  require  a  strict  observance  of 
such  instructions  by  engineers,  firemen,  and  elevator  conductors  in 
charge,  respectively,  of  the  heating,  lighting,  and  power  plants  and 
apparatus  and  elevators  in  public  buildings. 

LEAVES   OF    ABSENCE. 


SEC.  IX.  (1)  ('iixtcHluuix  authorized  to  grant  leaves  of  absence.  — 
Custodians  are  authorized,  upon  the  written  application  of  persons 
who  have  been  regularly  employed  for  more  than  six  months  in  the 
assistant  custodian  and  janitor  service,  at  an  annual  rate  of  com- 
pensation, to  grant  them  leaves  of  absence,  with  pay.  for  a  period 
(exclusive  of  Sundays  and  legal  holidays)  not  exceeding  fifteen  days 
in  the  aggregate  in  any  calendar  year,  with  the  understanding,  how- 
ever, that  such  absence  shall  be  without  additional  expense  to  the 
Government  and  without  detriment  to  the  public  service.  Such 
leaves  may  be  granted  in  one  or  more  periods  and  must  be  reported 
to  the  Department  upon  the  proper  form  at  the  end  of  each  month. 

(2)  Absence  in  excex*  of  fifteen  d<iyx.  —  The  Secretary  of  the  Treas- 
ury may  authorize  the  custodian  to  grant  an  additional  leave  of 
absence,  under  the  same  conditions  as  stated  in  paragraph  1,  for 
a  period  of  fifteen  days  each,  but  not  to  exceed  a  total  of  thirty 
days  each  in  any  calendar  year,  upon  written  application  of  a  regular 
employee,  approved  and  forwarded  by  the  custodian  to  the  Depart- 
ment. 

(?))  Absence  on  account  of  sickness.  —  Absence  on  account  of  sick- 
ness, not  to  exceed  thirty  days  in  any  calendar  year,  with  pay,  may  be 
allowed  by  the  Secretary  of  the  Treasury,  at  the  expiration  of  such 
period  of  sickness,  upon  formal  application,  with  satisfactory  evi- 
dence of  sickness  and  meritorious  service,  a  physician's  certificate,  and 
the  approving  recommendation  of  the  custodian.  Sundays  and  legal 
holidays  occurring  within  a  period  of  absence  on  account  of  sickness 
will  be  charged.  Such  absence  will  not  be  granted  in  advance. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  17 

(4)  Payment  of  employees  who  haoe  been  absent  from  duty  on 
account  of  sickness. — The  names  of  employees  who  have  been  absent 
from  duty,  on  account  of  sickness  or  other  disability,  a  part  or  the 
whole  of  any  month  should  not  be  placed  on  the  regular  monthly 
pay  roll  except  for  the  time  they  performed  actual  duty  in  that  par- 
ticular month,  unless  absence  on  account  of  sickness  has  been  granted 
by  the  Department ;   and  in  case  such  absence  on  account  of  sickness 
be  not  granted  until  after  the  regular  monthly  pay  roll  has  been  for- 
warded to  the  Department,  a  supplemental  pay  roll  covering  such 
absence  should  be  submitted:  Provided,  however,  That  if  such  ab- 
sence be  charged  to  employees  on  account  of  the  fifteen  days  annual 
leave  which  custodians  are  authorized  to  grant,  their  names  may  be 
placed  on  the  regular  pay  roll,  in  which  event  such  leave  must  be 
reported  to  the  Department  on  the  proper  form  at  the  end  of  the 
month  as  a  charge  against  the  leave  of  fifteen  days  which  custodians 
may  grant. 

(5)  Per  diem  employees  not  to  be  granted  leaves  of  absence  with 
pay. — Employees  who  receive  a  per  diem  rate  of  compensation  when 
actually  employed  will  not  be  allowed  any  absence  with  pay,  either  on 
account  of  annual  or  sick  leave. 

(6)  Absence  from  duty  of  custodians. — The  Department  does  not 
require  that  custodians,  as  such,  shall  be  granted  leaves  of  absence 
from  duty. 

HEATING    AND    VENTILATING    APPARATUS,    ENGINES,    PUMPS,    AND 

ELEVATORS. 

SEC.  X.  Whenever  special  information  is  required  by  the  Depart- 
ment concerning  the  condition  or  operation  of  the  heating,  hoisting, 
or  ventilating  apparatus,  or  the  power  or  lighting  plants  or  appli- 
ances in  public  buildings,  the  custodian  will  cause  the  necessary 
statements  or  reports  to  be  prepared  by  the  engineer  of  the  building 
or  other  technically  qualified  employee  and  forward  same  to  the 
Department. 

REPAIRS    TO   BUILDINGS    AND    THEIR   APPURTENANCES. 

SEC.  XI.  (1)  The  Department  must  be  promptly  notified  when- 
ever it  is  necessary  to  make  any  repairs  to  the  buildings,  furniture, 
fixtures,  approaches,  or  fences.  An  estimate  of  the  cost  of  the  work 
(or,  should  an  exigency  exist  for  immediate  performance  of  the  same, 
competitive  bids  therefor,  accompanied  by  the  custodian's  recom- 
mendation) must  be  forwarded  to  the  Department. 

(2)  Where  repairs  or  alterations  of  an  extensive  character  are 
required,  a  full  report  thereof  must  be  submitted,  in  order  that  an 


18  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

inspector  may,  if  it  is  deemed  advisable  by  the  Department,  visit  the 
building  for  the  purpose  of  conferring  as  to  the  necessity  therefor 
and  preparing  specifications  in  detail. 

(3)  As  the  sanitary  condition  of  the  building  is  of  the  utmost 
importance,  a  careful  inspection  of  the  plumbing  must  be  made  at 
least  once  a  month,  and  if  defects  exist  they  must  be  reported  to 
the  Department  without  delay. 

(4)  Proposals  for  putting  up  or  taking  down  storm  doors,  when 
such  work  can  not  be  performed  by  the  employees,  must  be  sub- 
mitted at  the  proper  time. 

(5)  When  proposals  for  repairs  to  roof  are  submitted,  the  mate- 
rial   (slate,  tin,  copper,  or  other)    of  which  the  roof  is  composed 
should  be  stated;  and  for  repairs  to  water-closets,  the  kind  or  make 
of  closet  should  be  specified. 

(6)  When  proposals  for  replacing  expensive  plate  glass  are  sub- 
mitted,   the    Department    must    be    informed    how    the    breakage 
occurred. 

ONLY  CUSTODIANS  TO  INCUR  INDEBTEDNESS. 

SEC.  XII.  (1)  Custodians  must  notify  officials  occupying  rooms 
in  the  buildings  that  the  Department  will  not  be  responsible  for 
the  payment  of  any  indebtedness  incurred  by  them  involving  the 
following-named  appropriations : 

Repairs  and  preservation  of  public  buildings. 
Heating  apparatus  for  public  buildings. 
Vaults,  safes,  and  locks  for  public  buildings. 
Furniture  and  repairs  of  same  for  public  buildings. 
Fuel,  ligbts,  and  water  for  public  buildings. 
Pay  of  assistant  custodians  and  janitors. 
Pneumatic-tube  system. 

(2)  In  case  a  superintendent  of  repairs  is  stationed  at  a  Gov- 
ernment building  or  at  a  city  in  which  there  is  more  than  one  build- 
ing, all  alterations  and  repairs  involving  the  first  three  appropria- 
tions named  above  will  be  made  under  his  supervision,  by  direction 
of  the  Department,  which  will  issue  instructions  for  the  execution 
of  the  work  and  mode  of  preparing  vouchers  in  payment  therefor. 
The  custodian  will  be  simultaneously  advised  of  the  instructions 
given  the  superintendent  of  repairs.  The  vouchers  will  be  sub- 
mitted through  the  custodian  to  the  Department. 

AUTHORITY    MUST    BE    OBTAINED    BEFORE    INCURRING    INDEBTEDNESS. 

SEC.  XIII.  (1)  Custodians  must  not  incur  any  indebtedness  in- 
volving the  appropriations  above  named,  except  under  the  previous 
written  authority  of  the  Department,  and  indebtedness  otherwise 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  19 

incurred  will  not  be  approved  nor  paid,  the  custodian  becoming 
personally  responsible  therefor ;  but  in  case  of  serious  break  in  gas 
fixtures,  electric-light  plants,  electric-light  wiring  and  clocks,  heating 
or  hoisting  apparatus,  or  locks  to  entrance  doors,  leaks  in  roofs, 
defects  in  plumbing,  or  damages  of  a  serious  character  to  the  build- 
ing requiring  prompt  action,  custodians  are  authorized  to  cause  the 
necessary  repairs  to  be  made  without  delay,  and  immediately  report 
their  action  to  the  Department  for  approval,  forwarding  at  the  same 
time  vouchers  in  duplicate  for  the  expenses  incurred,  together  with 
a  letter  of  explanation  of  the  necessity  for  the  work,  and  should  the 
amount  involved  be  sufficient  to  justify  it,  a  report  of  the  same  should 
be  made  to  the  Department  immediately  by  telegraph,  giving  an 
approximate  estimate  of  the  cost. 

(2)  The  requirements  of  the  foregoing  paragraph  must  be  strictly 
observed,  in  order  to  avoid  violation  of  section  3679,  Revised  Statutes 
United  States.     (See  Appendix,  p.  67.) 

(3)  When  an  amount  authorized  for  any  specific  purpose  proves 
to  be   insufficient,  the   Department  should   be   advised   thereof   and 
further  authority  obtained  before  the  extra  expense  is  incurred. 

ESTIMATES. 

SEC.  XIV.  (1)  Estimates  for  expenses  payable  from  any  one  of 
the  appropriations  should  be  submitted  in  detail;  each  article,  the 
quantity  required,  and  the  cost  thereof  to  be  stated  specifically. 

(2)  Estimates  including  items  payable  from  different  appropria- 
tions will  not  receive  consideration  unless  the  Department  directs 
that  they  be  so  submitted. 

(3)  Estimates  and  requests  for  authority  to  incur  expense  must 
be  accompanied  by  statements  showing  the  necessity  therefor,  and, 
if  the  service  or  articles  are  immediately  required,  the  estimates  or 
requests  must  be  accompanied  by  competitive  bids,  with  custodian's 
recommendation  as  to  acceptance. 

(4)  Estimates,  especially  for  repairs,  must  be  as  accurate  as  pos- 
sible, and  not  mere  guesses.     If  there  is  a  doubt  as  to  the  amount 
involved,  the  approximate  cost   should  be   ascertained   by   inquiry 
of  those  familiar  with  the  subject. 

(5)  Trucks,  towels,  toilet  soap,  and  matches  are  furnished  from 
the  appropriation  "  Fuel,  lights,  and  water  for  public  buildings  "  for 
the  use  of  the  custodians'  forces  only.     Similar  supplies,  when  re- 
quired by  other  officials,  should  be  the  subject  of  communications 
from   such   officials  to   the  heads  of  their  respective   departments. 
Estimates  and  proposals  for  washing  towels  should  include  the  supply 
for  all  the  officials  in  the  buildings. 


20  INSTRUCTIONS   TO    CUSTODIANS    OF   PUBLIC    BUILDINGS. 

SPECIFICATIONS. 

SEC.  XV.  (1)  Specifications  for  repairs  or  preservation  of  the  heat- 
ing or  ventilating  apparatus,  buildings,  or  grounds  should  be  care- 
fully prepared  whenever  required,  and  should  embrace  the  "  general- 
conditions  "  sheet  adopted  by  the  Department,  a  supply  of  which  can 
be  had  upon  application  to  the  Supervising  Architect. 

(2)  Specifications  must  be  explicit,  in  detail,  and  include  all  the 
work  to  be  performed,  and  so  arranged  that  each  item  of  the  work 
can  be  bid  for  separate^  should  the  Department  so  desire. 

(3)  Specifications  should  also  state  that  the  work  must  be  per- 
formed in  accordance  with  the  drawings,  if  any;  that  all  materials 
must  be  of  the  very  best  quality  of  their  respective  kinds  (samples 
to  be  submitted  with  bids,  if  required)  ;  that  the  work  must  be  per- 
formed in  a  first-class  and  workmanlike  manner,  and  to  the  entire 
satisfaction  of  the  custodians;  that  bidders  must  state  the  time  in 
which  they  propose  to  complete  the  work;  that  the  successful  bidder 
will  not  be  permitted  to  make  any  changes  in  the  work  or  omit  the 
execution  of  any  portion  thereof  without  authority  from  the  Depart- 
ment, the  amount. to  be  allowed  or  deducted  to  be  previously  agreed 
upon.     The  bidders  must,  when  required  by  the  Department,  guar- 
antee their  work  for  a  specified  and  reasonable  time.     The  Govern- 
ment reserves  the  right  to  reject  any  or  all  bids  or  parts  of  bids,  and 
to  waive  defects,  if  it  be  deemed  in  its  interest  so  to  do.     Bids  must  be 
submitted  in  sealed  envelopes,  addressed  to  the  Supervising  Architect, 
Treasury  Department,  Washington,  D.  C..  and  distinctly  marked  to 
indicate  that  they  contain  bids  and  the  character  of  the  work  bid 
upon. 

COMPETITIVE    BIDS    SHOULD    BE    OBTAINED. 

SEC.  XVI.  A  proposal  from  only  one  person  is  unsatisfactory  to 
the  Department.  Competitive  bids  must  be  obtained  for  supplies, 
material  or  work  required.  When  proposals  are  invited  under 
advertisement,  a  sufficient  number  of  persons  engaged  in  the  busi- 
ness should  be  notified  by  circular  letter,  to  insure  active  compe- 
tition. 

PROPOSALS. 

SEC.  XVII.  (1)  Proposals  must  not  include  work  or  supplies 
payable  from  different  appropriations. 

(2)  Articles  or  materials  belonging  to  the  Government  can  not 
be  given  or  allowed  in  exchange  or  part  payment  for  articles  or  serv- 
ices to  be  furnished.     (See  Sec.  XXI.) 

(3)  Proposals  must  be  in  detail  by  items  if  the  character  of  the 
work  will  permit. 


INSTRUCTIONS   TO   CUSTODIANS   OF    PUBLIC    BUILDINGS.  21 

(4)  Proposals  must  state  definite  amounts,  and  not  a  price  per 
foot,  yard,  etc.   (except  when  it  is  required),  and  actual  measure- 
ments shall  be  made  by  the  bidders  before  submitting  proposals. 

(5)  Copies  of  specifications  and  blank  forms  of  proposals  to  be 
supplied  to  bidders  must  be  identical  in  description  of  material  or 
service  required. 

(6)  When  proposals  are  invited  under  advertisement,  they  must 
be  opened  at  a  specified  hour  on  a  specified  day,  in  the  presence  of 
three  Government  officials  and  the  bidders  who  shall  be  invited  to  be 
present.     The  same  formality  is  to  be  observed  when  bids  are  invited 
by  circular  letter.     Custodians  will  be  held  to  a  strict  compliance 
with  this  requirement. 

(7)  Letters  inviting  bids  must  not  restrict  bidders  to  articles  of 
special  make,  as  it  tends  to  prevent  free  competition. 

(8)  After  the  bids  have  been  opened  they  must  be  scheduled  and 
forwarded  immediately  to  the  Department,  with  a  synopsis,  all  cer- 
tified checks,  and  other  papers,  and  a  letter  giving  the  custodian's 
views  and  recommendations.     It  is  necessary  that  the  standing  of 
the  lowest  bidder  be  ascertained,  and  whether  he  has  the  requisite 
facilities  for  the  proper  execution  of  the  work.     If  the  lowest  bidder 
is  found  to  be  irresponsible,  the  next  lowest  bid  should  then  be  con- 
sidered.    If  all  the  bids  are  deemed  excessive  or  unsatisfactory  for 
any  reason,  they  should  be  forwarded  with  a  recommendation  that 
they  be  rejected. 

(9)  Proposals  must  be  in  duplicate  and  the  duplicate  retained  for 
the  guidance  and  information  of  the  custodian. 

(10)  Bidders  will  be  held  responsible  for  any  mistakes  occurring 
in  their  bids. 

ADVERTISEMENTS    AND    CIRCULAR    LETTERS. 

SEC.  XVIII.  (1)  The  written  authority  of  the  Secretary  of  the 
Treasury  must  first  be  obtained  before  inserting  advertisements  in 
newspapers,  as  required  by  section  3828,  Revised  Statutes  United 
States.  (See  Appendix,  p.  67.) 

(2)  The  following  is  a  sample  form  of  advertisement  usually 
authorized,  and  of  circular  letter  inviting  proposals : 

UNITED  STATES  COURT-HOUSE  AND  POST-OFFICE  BUILDING, 

New  York,  N.  Y.,  May  3,  1900. 

Sealed  proposals  will  be  received  until  12  o'clock  noon,  Friday,  May  11,  1900, 
for  furnishing  water,  ice,  miscellaneous  supplies,  washing  towels,  and  sprinkling 
streets  for  this  building  during  the  fiscal  year  ending  June  30,  190 — ,  or  such 
portion  of  the  year  as  may  be  deemed  advisable.  The  right  to  reject  ftny  and  all 
bids  is  reserved  by  the  Treasury  Department 

JAMES  BROWN,  Custodian. 


22  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

CONTRACTS  OR  AGREEMENTS  WITH  GOVERNMENT  OFFICIALS,  EMPLOYEES,  OR 
MEMBERS    OF    CONGRESS   PROHIBITED. 

SEC.  XIX.  No  official  or  employee  of  the  Government  shall  be 
pecuniarily  interested,  directly  or  indirectly,,  in  any  contract  or 
agreement  for  the  performance  of  work  or  the  furnishing  of  supplies 
payable  from  any  appropriation  under  the  control  of  the  Treasury 
Department,  nor  shall  any  Member  of  or  Delegate  to  Congress, 
"  directly  or  indirectly,  himself,  or  by  any  other  person  in  trust  for 
him,  or  for  his  use  or  benefit,  or  on  his  account,  undertake,  execute, 
hold,  or  enjoy,  in  whole  or  in  part,  any  contract  or  agreement  made 
or  entered  into  in  behalf  of  the  United  States,  by  any  officer  or  person 
authorized  to  make  contracts  on  behalf  of  the  United  States."  (Sec. 
1781,  Kev.  Stat,  id.  3739.  See  Appendix,  p.  69.) 

LEASES." 

SEC.  XX.  (1)  Leases  for  grounds,  buildings,  or  rooms  for  Gov- 
ernmental purposes  must  not  be  made  without  previous  authority 
from  the  Treasury  Department,  and  no  indebtedness  must  be  incurred 
for  such  use  without  such  authority. 

(2)  Application  for  authority  to  renew  leases  of  rented  buildings 
or  rooms  shall  be  made  at  least  sixty  days  before  date  of  expiration 
of  existing  leases,  or  at  longer  periods  in  advance  if  the  stipulations 
for  renewal  so  provide. 

(3)  Application  for  authority  to  lease  or  renew  leases  must  be 
accompanied  by— 

A.  A  list  of  all  rooms  and  buildings  rented  or  leased  in  the  customs  district, 
showing  the  purposes  and  periods  for  which  they  are  rented  and  the  amount 
of  rent  paid,  also  location  by  number  and  street ; 

B.  A  statement  showing  the  necessity  for  leasing  the  desired  premises ; 

C.  That  said  premises  are  suitable  for  the  purpose  for  which  they  are  pro- 
posed to  be  leased ; 

D.  That  the  rent  charged  is  the  lowest  at  which  suitable  premises  can  be 
obtained ;  and 

E.  That  the  lessor  can  give  a  valid  lease. 

(4)  Department  letters  authorizing  the  rental  of  grounds,  build- 
ings, or  rooms,  for  certain  periods,  at  specified  rates,  and  naming 
the  appropriation  to  which  the  expense  is  chargeable,  will  also  state 
whether  or  not  formal  leases  will  be  required. 

(5)  When  a  formal  lease  is  required,  the  Department  will  fur- 
nish the  requisite  blank  forms. 

(6)  Each  lease  should  be  executed  in  duplicate,  both  copies  to  be 
transmitted  to  the  Department,  and  when  approved  the  duplicate 
will  be  returned,  with  instructions  as  to  payment  of  the  rent. 

°  For  the  information  of  custodians,  who  are  also  collectors  or  surveyors  of 
customs. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  23 

(7)  If  the  lease  is  executed  by  a  person  other  than  the  owner  of 
the  property,  or  by  an  officer  of  a  corporation  for  such  corporation, 
duly  authenticated  evidence  of  the  authority  of  the  person  or  officer 
so  executing  must  be  attached  to  the  lease. 

(8)  No  disbursements  on  account  of  rent  must  be  made  until  the 
lease  has  been  approved,  unless  other  and  specific  instructions  have 
been  given  by  the  Department. 

SALE  OF  OLD  FURNITURE  AND  MATERIAL. 

SEC.  XXI.  (1)  No  article  of  furniture  or  any  material  belong- 
ing to  the  Government  can  be  given  or  allowed  in  exchange  or  part 
payment  for  any  supplies  or  work. 

(2)  Department  authority  must  first  be  obtained  for  the  sale,  at 
an  appraised  value  to  be  ascertained,  of  articles  and  old  material 
no  longer  required  by  the  Government,  and  the  net  proceeds  must 
be  deposited  with  the  United  States  assistant  treasurer,  or  the  nearest 
United  States  depositary,  to  the  credit  of  the  Treasurer  of  the  United 
States  on  account  of  miscellaneous  receipts  derived  from  the  sale 
of  condemned  property  belonging  to  the  Government.  (See  U.  S. 
Stat.  L.,  1896;  Appendix,  p.  65.) 

(f3)  Custodians  must  render  an  account  of  sales  to  the  adminis- 
trative office  authorizing  the  sale,  showing  material  or  articles  sold, 
the  name  of  purchaser,  the  amount  received,  amount  of  expense  of 
sale,  with  vouchers  covering  same;  the  amount  deposited,  with  a  de- 
scription of  the  certificate  of  deposit,  and  the  date,  and  office  initials 
of  Department  letter  authorizing  the  sale. 

(4)  The  expenses  of  the  sales,  if  any  shall  have  been  authorized 
and  incurred,  will  be  paid  by  the  custodian  from  the  proceeds  arising 
therefrom,  as  provided  by  the  act  of  1896.     (See  Appendix,  p.  65.) 

(5)  Moneys  derived  from— 

Rent  of  Government  property ; 

Rent  of  rooms  in  Government  buildings ; 

Rent  of  space  in  Government  buildings  for  telegraphic  and  other  purposes,  and 

Pro  rata  charges  for  tapping  Government  sewers  for  private  buildings, 

will  be  deposited  in  a  similar  manner,  the  specific  source  of  the 
income  of  revenue  in  each  case  to  be  stated. 

FUEL. 

SEC.  XXII.  Proposals  for  supplying  fuel  must  include  expenses 
incident  of  delivering  and  storing.  The  custodian  will  designate  an 
employee  of  the  building  to  inspect  and  weigh  all  fuel  supplied ;  and 
vouchers  for  settlement  must  be  accompanied  by  a  certificate  of  the 
person  so  designated,  indicating  that  the  actual  quantity  of  fuel 
covered  thereby  has  been  inspected  and  delivered. 


24  INSTRUCTIONS   TO    CUSTODIANS    OF   PUBLIC    BUILDINGS, 


FURNITURE. 

SEC.  XXIII.  (1)  Requisitions  for  desks  and  tables  must  state  the 
length  and  width  thereof,  and  for  file  cases  the  height  and  length 
must  be  given,  with  a  sketch  showing  the  interior  fittings  desired. 

(2)  Requisitions    for    articles    of    "  special "    furniture    must    bo 
accompanied  by  illustrations  giving  exact  dimensions. 

(3)  Before  obtaining  proposals  for  manufacturing  new  or  repair- 
ing old  furniture,  each  bidder  must  be  supplied  with  a  copy  of  the 
following : 

GENERAL  SPECIFICATIONS   FOR   FURNITURE. 

All  articles  must  he  made  in  strict  compliance  with  design,  and  details  of 
construction  and  of  the  sizes  marked  thereon. 

MATERIAL. 

All  material  used  must  he  of  the  very  best  quality  of  their  respective  kinds. 

Lumber. — Must  he  well  seasoned  and  thoroughly  kiln  dried,  and  free  from 
sap,  shakes,  knots,  and  other  imperfections. 

('loth. — For  tops  of  desks  and  tables  must  he  of  the  very  best  quality  of  doth, 
or  imitation  leather.  It  must  be  glued  over  the  entire  surface  of  the  top  of  the 
desk  or  table  inside  of  rim  and  flush  with  top  of  same. 

Marble. — For  tops  of  washstands  and  water-cooler  stands  must  be  that  known 
on  the  market  as  "  Imperial  Pink  "  Tennessee,  highly  polished. 

Locks. — To  be  brass,  three  tumblers,  cylinder,  with  flat  steel  keys;  two 
keys  to  each  lock,  set  flush  with  inside  of  door  or  drawer,  and  secured  with 
screws. 

Case-rod  fastenings. — To  be  combined  double-rod  or  bolt-and-lock  fastenings, 
brass,  with  three-tumbler  lock. 

Hinges. — To  be  of  heavy  cast  brass,  unless  otherwise  shown  or  specified. 

Casters. — To  be  of  strong  cast  plate  or  stem  of  antifriction  type.  Those  on 
chairs  to  be  polished  brass. 

Samples  of  all  hardware  proposed  to  be  used  must  be  submitted  to  this  office 
for  approval. 

Draircr  pull*. — To  be  of  wood,  as  shown  on  drawings,  glued  in  place  and 
screwed  from  inside  of  drawer,  unless  otherwise  shown  or  specified. 

CONSTRUCTION. 

Interior  woodwork  of  furniture. — All  divisions  one-half  inch  or  less  in  thick- 
ness, and  the  lipping  of  shelves  and  divisions  more  than  one-half  inch  thick,  to 
be  of  hard  wood  named  in  the  blank  proposal. 

Backs  of  irardrolK'x,  file*.  ami  oilier  nixcx.  iraxhxtandx,  etc. — To  be  of  white 
pine  or  selected  poplar,  paneled  flush  on  the  inside,  and  mortised  and  tenoned 
framing. 

Dra-ircr  sides  and  backs. — To  be  of  hard  wood,  bottoms  of  poplar  or  white 
pine,  guide  rails  and  strips  of  ash  or  oak. 

Drawer  stops. — Must  be  placed  at  back  of  drawers. 

Framing,  casino,  etc. — For  interior  to  be  of  yellow  poplar,  unless  otherwise 
specified. 

Panels. — Ten  inches  or  less  in  width,  must  be  solid ;  that  is,  in  one  piece ;  and 
in  gluing  up  wider  ones  great  care  must  be  exercised  in  matching  the  wood, 
both  as  to  color  and  grain. 


INSTKUCTIONS   TO    CUSTODIANS   OF    PUBLIC    BUILDINGS.  25 

Shelves  and  dirixion  pieces. — One-half  inch  or  less  in  thickness,  must  be  solid 
hard  wood,  and  all  others  lipped  or  faced  with  hard  wood. 

Framing. — Must  be  by  mortise  and  tenon  or  dovetail ;  tenons  to  be  not  less 
than  11  inches  long  where  possible,  and  not  less  in  thickness  than  one-third  of 
the  material. 

Dovetailing. — If  done  by  machinery  must  show  no  apertures  in  the  inner 
angle. 

Moldings. — Must  be  true  to  detailed  profile,  clean  and  neatly  mitered. 

Carving. — Must  be  done  in  an  artistic  manner,  the  cutting  left  clean  and 
sharp. 

Fastenings. — All  doors  and  drawers  to  have  locks ;  doors  in  pairs  must  be 
rabbeted  together  at  center,  and  those  4  feet  or  more  in  height  to  have  case- 
rod  fastenings ;  less  than  4  feet  in  height,  elbow  catches  at  either  bottom  or 
top,  as  will  be  most  convenient  for  use,  and  locks,  unless  otherwise  specified; 
doors  5  feet  or  more  in  height  to  have  three  hinges  each. 

Adjustable  shelves. — To  be  supported  with  polished  cast-brass  shelf  pins,  un- 
less otherwise  shown  or  specified. 

Finish  of  all  articles.- -In  the  natural  wood  unless  otherwise  specified.  Stain 
all  white-pine  backs  on  the  exterior  in  imitation  of  the  hard- wood  fronts,  and 
cover  with  two  coats  of  varnish  or  shellac ;  oak  to  be  finished  "  golden  oak." 

Interiors. — Of  all  articles,  including  drawers  and  large  pigeonholes  in  cases, 
etc.,  to  have  two  coats  shellac  or  hard-oil  finish. 

Exteriors. — To  be  carefully  prepared  by  sandpapering  and  filling  with  a  suit- 
able wood  filler,  and  finished  with  one  coat  of  shellac  and  two  coats  of  hard-oil 
finish  or  rubbing  varnish,  and  rubbed  with  pulverized  pumice  stone  or  tripoli 
and  oil. 

SPECIFICATIONS    FOB   REPAIRS. 

The  best  quality  of  material  must  be  used. 

The  work  must  be  done  in  a  thoroughly  workmanlike  manner. 

The  contractor  must  furnish  all  labor  and  material  necessary  to  perform  the 
work. 

Where  locks  are  broken  or  missing  they  must  be  replaced  by  new  ones,  equal 
to  those  originally  on  the  article  of  furniture. 

Where  keys  are  missing  they  must  be  supplied  in  duplicate. 

All  open  joints  must  be  drawn  together  and  thoroughly  secured,  or  on  flat 
surfaces  filled  by  veneer  or  dutchman. 

Broken  drawer  stops  must  be  replaced. 

Missing  veneer  must  be  replaced. 

Drawer  pulls  when  missing  must  be  replaced  by  bronze  ones. 

The  hard-wood  rims,  including  molded  edge,  of  all  desks,  which  are  bruised, 
must  be  scraped,  dressed  down,  and  refinished ;  other  portions  not  showing  the 
wood  can  be  sandpapered  and  finished  with  one  coat  of  varnish  rubbed  down. 

All  bases  must  be  scraped  and  refinished. 

Where  varnish  is  so  worn  as  to  show  the  wood,  the  surface  must  be  scraped, 
refilled,  and  refinished. 

All  desk  tops,  where  re-covering  is  called  for,  must  be  covered  with  pantasote, 
No.  75  or  equal :  this  must  be  glued  over  the  entire  surface,  and,  if  the  paneling 
has  opened,  the  tops  must  be  repaired  before  being  covered. 

Lounges  and  sofas  must  be  covered  with  best  leather,  or  imitation  leather,  as 
called  for,  similar  in  color  with  present  covering.  Hair,  at  present  in  uphol- 
stered articles,  must  be  put  back,  and  new  long  curled  hair  added  where 
necessary. 


26  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

In  repairing  and  refinishing,  care  must  be  taken  to  keep  all  edges  sharp. 

Finish  after  filling  must  consist  of  one  coat  of  shellac  rubbed  to  a  smooth 
surface,  and  two  coats  of  hard-oil  finish,  rubbed  between  coats  and  finished 
with  pulverized  pumice  stone  in  oil. 

CARPETS. 

SEC.  XXIV.  Requisitions  for  new  carpets  must  be  accompanied 
by  diagrams  of  the  floors,  showing  all  projections  (such  as  radiators, 
fireplaces,  pilasters,  and  file  cases  not  movable),  giving  exact  meas- 
urements, and  the  date  of  the  purchase  of  the  carpet  which  is  to  be 
replaced.  Carpets  are  forwarded  from  the  Treasury  Building 
Washington,  D.  C.  Carpets  with  borders,  in  the  form  of  rugs,  leav- 
ing a  space  about  26  inches  wide  from  the  walls  around  the  rooms, 
are  supplied  for  public  buildings  under  the  control  of  this  Depart- 
ment. In  old  buildings,  about  36  inches  of  the  floor  surface  around 
the  rooms  will  be  stained  and  varnished,  and  in  new  buildings  the 
entire  floors  of  the  rooms  to  be  carpeted  will  be  finished  in  hard  oil. 

SAFES    AND    LOCKS. 

SEC.  XXV.  (1)  In  making  requisitions  for  safes,  the  following 
information  should  be  given  to  the  Department: 

For  whose  official  use  intended. 

For  what  particular  purpose  required,  whether  for  the  safekeeping 
of  books  and  papers,  or  money,  or  both. 

The  kind  of  safe  required — fireproof,  fire  and  burglar  proof,  fire- 
proof with  burglar  chest,  or  burglar  proof  throughout. 

In  deciding  the  question,  the  character  of  the  building  in  which  the 
safe  is  to  be  located,  whether  fireproof  or  not,  should  be  taken  into 
consideration. 

(2)  A  rough  sketch  must  be  submitted  with  the  requisition,  giving 
the  inside  measurement,  height,  width,  and  depth  of  the  smallest  safe 
that  will  meet  the  requirements  of  the  service,  and  showing  the  desired 
arrangement  of  interior  fittings. 

(3)  The  cost  of  safes  and  locks,  with  freight  and  labor  incident 
to  placing  the  same  in  position  in  Government  buildings,  is  pay- 
able from  the  appropriation  "  Vaults,  safes,  and  locks,  for  public 
buildings." 

(4)  For  information  in  regard  to  changing  combination  of  locks  on 
safes,  reasons  why  locks  get  out  of  order,  etc.,  see  Appendix,  page  44. 

VOUCHERS. 

SEC.  XXVI.  (1)  Referring  to  improper  or  fraudulent  vouchers, 
see  section  5438,  Revised  Statutes,  Appendix,  page  68. 

(2)  Custodians  will  prepare  and  transmit  to  this  Department  for 
payment,  on  blanks  furnished  for  the  purpose,  vouchers  properly 


INSTRUCTIONS   TO   CUSTODIANS   OF    PUBLIC    BUILDINGS.  27 

receipted  and  certified,  for  all  expenditures  authorized,  charging  them 
to  the  appropriation  specified  in  the  letter  of  authorization,  which 
must  be  referred  to  by  date  on  the  face  of  the  voucher. 

(3)  Each  voucher  for  coal  must  be  accompanied  by  a  certificate  of 
inspection  signed  by  an  employee  of  the  building,  who  shall  have  been 
designated  by  the  custodian  to  inspect  and  weigh  all  coal  supplies. 
Certificate  required  will  be  found  printed  on  back  of  vouchers. 

(4)  If  the  person  or  persons  in  whose  favor  the  voucher  is  made 
are  unable  to  write,  the  receipt  should  be  signed  by  mark,  attested  by 
the  written  signature  of  a  witness. 

(5)  Vouchers  for  gas,  ice,  removal  of  ashes  and  rubbish,  electric 
light,  and  water  must  state  the  period  during  which  the  articles  or 
services  were  supplied  and  be  forwarded  to  the  Department  imme- 
diately after  the  first  of  the  month  in  which  they   are  payable. 
Gas,  electric  (light  and  motor),  and  water  companies  should  state 
on  the  vouchers  the  readings  of  the  meters  at  the  commencement  and 
close  of  the  time  covered  by  the  vouchers,  and  hereafter  gas,  electric 
light,  motor,  and  water  bills  will  not  be  required  as  subvouchers. 
See  sample  vouchers  on  pages  52  to  54. 

(6)  Vouchers  must  be  prepared  in  the  name  of  the  person,  firm, 
company,  or  corporation  rendering  the  service  or  furnishing  the  arti- 
cle for  which  payment  is  to  be  made.     The  date  the  services  were 
rendered  or  articles  furnished  must  be  stated  on  the  margin  of  the 
vouchers. 

(7)  If  the  payee  be  a  firm  the  receipt  should  be  in  the  usual  firm 
signature,  "  by  -        — ,  a  member  of  the  firm,"  see  page  50 ;  if  an 
incorporated  or  unincorporated  company,  the  receipt  should  be  in  the 
company  name,  followed  by  the  autograph  signature  of  the  officer, 
with  his  title,  authorized  to  receive  and  receipt  for  the  payment. 

(8)  The  labor  and  material  supplied,  and  the  rates  charged  there- 
for per  unit  of  quantity,  should  be  given,  unless  the  work  has  been 
performed  under  verbal  or  written  agreement,  in  which  case  that 
fact  shall  be  stated  on  the  face  of  the  voucher,  and  the  original  agree- 
ment, if  in  writing,  attached  thereto. 

(9)  Vouchers  shall  be  filled  out  and  receipted  in  black  ink  and 
forwarded  to  the  Department  as  soon  as  possible  after  the  indebted- 
ness has  been  incurred,  and  within  the  proper  fiscal  year,  or  as  soon 
thereafter  as  may  be  practicable. 

(10)  The  appropriations  referred  to  herein  are  so-called  annual  or 
fiscal  year  appropriations,  made  for  the  service  of  given  fiscal  years 
beginning  July  1  of  one  year  and  ending  June  30  of  the  following 
year. 

(11)  Each  voucher  must  be  drawn  against  a  single  specifically 
named  appropriation,  and  indebtedness  incurred  in  different  fiscal 


28  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

years  must  not  be  included  in  the  same  voucher.  When  service  or 
materials  have  been  supplied  under  contract  the  indebtedness  is  pay- 
able from  the  appropriation  for  the  fiscal  year  in  which  the  contract 
was  made,  unless  the  contract  shoAVs  that  the  service  or  supplies  were 
contracted  for  in  anticipation  of  the  requirements  of  the  following 
fiscal  year,  in  which  event  they  are  payable  from  the  appropriations 
made  for  the  service  of  the  latter  fiscal  year. 

(12)  Unless  other  directions  are  specifically  given  by  the  Depart- 
ment in  a  particular  case,  custodians  must  understand  when  author- 
ized by  the  Department  to  incur  expenditures  payable  from  annual 
appropriations  that  their  written  acceptance  of  proposals  in  «uch  cases 
must  be  made  and  work  actually  commenced  or  materials  actually 
delivered  in  whole  or  in  part  within  that  fiscal  year.     If  prevented  in 
any  case  from  carrying  these  directions  into  effect  they  will  report 
the  facts  to  the  Department  and  await  further  instructions  before 
proceeding  with  the  work  or  purchasing  the  material. 

(13)  Vouchers  must   not   include  work  or  supplies  for  more  than 
one  building  in  case  several  buildings  are  in  charge  of  one  custodian. 

(14)  Sample  vouchers  for  guidance  will  be  found  on  pages  50  to  C4. 

(15)  For  information  as  to  the  preparation  of  pay  rolls  or  vouchers 
in  payment  for  personal  services  on  account  of  the  appropriation  for 
pay  of  assistant  custodians  and  janitors,  see  page  50. 

(16)  Vouchers  must   be  complete  in  themselves,   if   possible,   and 
not  require  sub  vouchers  in  explanation,  except  as  hereinbefore  stated. 
(See  par.  5.) 

(17)  Vouchers  must  not  be  made  in  the  name  of  the  custodian, 
except  in  cases  where  it  is  unavoidable,  and  then  subvouchers,  prop- 
erly receipted,  must  be  attached  thereto. 

(18)  In  making  payments  on  vouchers  for  expenditures  chargeable 
to  any  of  the  appropriations  mentioned  herein  the  Department  relies 
upon  the  certificates  of  custodians.     Attention  is  therefore  particu- 
larly directed  to  the  forms  of  certificates  (see  p.  50)  on  vouchers,  and 
before  signing  such  certificates  custodians  must  satisfy  themselves  of 
the  facts  stated  therein  by  a  personal  examination,  supplemented,  in 
case  the  subject-matter  requires  it,  by  the  inspection  of  some  subordi- 
nate best  qualified  technically  for  the  purpose,  who  shall  be  required 
to  place  his  autograph  initials  on  the  voucher  near  the  signature  of  the 
custodian. 

(19)  Only  the  amount   (in  writing  and  in  figures)  must  be  filled 
in  the  blank  form  of  receipt  at  the  foot  of  the  voucher.     The  date 
must  be  left  blank,  as  also  the  space  intended  for  the  name  of  the 
disbursing  clerk  (if  not  printed  therein). 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  29 


REPAIRS    AND    PRESERVATION. 

SEC.  XXVII.  The  following  items  are  properly  chargeable  to  the 
appropriation,  "  Repairs  and  preservation  of  public  buildings :" 

Labor  and  material  required  for  repairs  to  and  painting  of  public  buildings 
and  quarantine  stations  under  the  control  of  the  Treasury  Department. 

Benches,  tools,  and  materials  for  the  use  of  carpenters  in  repairing  building. 

Directory  boards  and  bulletin  boards. 

Electric  bells  and  wiring,  when  the  same  are  permanent  fixtures  for  general 
use  throughout  the  building,  or  for  use  of  custodians  and  their  subordinates. 

Hose,  racks  for  same,  and  extinguishers  for  use  in  case  of  fire. 

Flag  poles. 

Gas  pipes  and  fittings,  for  extension  or  repairs  thereto,  in  walls  or  beneath 
floors. 

Painting  ventilating  and  elevator  shafts. 

Plumbing  fixtures. 

Permanent  wood  partitions,  with  all  permanent  fixtures  in  connection  with 
public  buildings  not  otherwise  provided  for. 

Repairs  to  approaches  and  drains. 

Repairs  to  tower  clocks. 

Smokestacks. 

Speaking  tubes,  for  use  of  custodian  or  for  general  use  throughout  the 
building. 

Storm  doors,  putting  up,  taking  down,  and  repairing  same,  where  the  work 
can  not  be  performed  by  the  employees  of  the  building. 

Telephone,  when  deemed  essential  by  the  Department,  for  the  use  of  the  cus- 
todian's business  only. 

Wickets  for  post-office  screens. 

Whitewashing  material,  including  brushes. 

Warning  signs. 

Water  pipes,  waste  and  drain  pipes. 

HEATING,    HOISTING,    AND    VENTILATING    APPARATUS. 

SEC.  XXVIII.  The  following  items  are  properly  chargeable  to 
the  appropriation,  "  Heating  apparatus  for  public  buildings :" 

Labor  and  material  entering  into  the  construction  of  heating,  hoisting,  and 
ventilating  apparatus,  and  repairs  to  same,  including  tools  required  for  such 
repairs,  and  also  packing,  gauges,  gauge  glasses,  gaskets,  etc.,  for  heating  and 
hoisting  plants. 

Removing  soot  and  cleaning  flues  where  work  can  not  be  performed  by  the 
employees  of  the  building. 

Repairs  to  smokestacks. 

Electric  bells,  annunciators,  and  wiring,  batteries,  and  chemicals  for  same 
in  connection  with  elevators. 

VAULTS,    SAFES,    AND   LOCKS. 

SEC.  XXIX.  The  following  items  are  properly  chargeable  to  the 
appropriation,  "  Vaults,  safes,  and  locks  for  public  buildings :  " 

Vaults  and  safes,  and  locks  therefor,  and  repairs  to  same,  required  for  public 
buildings  under  the  control  of  the  Treasury  Department,  including  post-office 


30  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

lock  boxes,  letter  and  package  drops,  and  drawers,  with  keys  therefor,  and  the 
interior  fittings  of  vaults  and  safes,  either  wood  or  iron,  when  the  same  are  of  a 
permanent  character,  and  moving  safes. 

Changing  combinations  of  locks. 

Cleaning  locks. 

FURNITURE    AND    REPAIRS    OF    SAME. 

SEC.  XXX.  The  following  items  are  properly  chargeable  to  the 
appropriation,  "  Furniture  and  repairs  of  same  for  public  build- 
ings:" 

Awnings,  fixtures,  and  repairs  thereto. 

Bookcases,  bag  racks,  book  racks  (movable). 

Chairs,  counters,  and  screens ;  carpets  and  repairs  thereto,  including  expenses 
of  laying  and  cleaning;  carpet  lining,  rugs,  linoleum,  oilcloth,  mats,  matting, 
and  zinc  attachments. 

Desks. 

Expense  of  transferring  furniture,  exclusive  of  records  and  documents,  from 
rented  to  owned  buildings. 

Electric  bells  and  wiring  for  the  use  of  custodians  and  their  subordinates. 

File  cases,  fire  screens,  file  boxes. 

(ias  fixtures  and  repairs  to  same. 

Judges'  desks  and  platforms,  jury  platforms. 

Lounges,  letter-press  stands,  labor  employed  and  material  used  in  the  con- 
struction of  furniture  or  shelving,  lumber,  cloth,  oil  paint,  varnish,  locks, 
leather,  bolts,  screws,  tacks,  casters,  coat  and  hat  hooks,  rod  fastenings,  drawer 
pulls,  chair  spindles  and  screws,  perforated  scats  and  backs  necessary  for  re- 
pairs to  furniture. 

Map  canopies,  spring  rollers  for  maps,  mailing  tables,  and  mirrors. 

Prescription  cases,  pigeonhole  cases,  pouch  racks. 

Railings  of  wood  or  wire. 

Screens  of  wood  or  wire,  or  both,  not  to  exceed  S  feet  in  height,  stamping 
tables,  stamp  cases,  stepladders,  spittoons,  cuspidors,  stools,  settees,  sofas. 

Tables,  toilet  sets. 

Water  coolers,  water-cooler  stands,  wardrobes,  wasbstands  (movable),  win- 
dow shades  and  fixtures. 

Kl'KL,  LIGHTS,  AND  WATER. 

SEC.  XXXI.  The  following  items  are  properly  chargeable  to  the 
appropriation  "Fuel,  lights,  and  Avtitor  for  public  buildings:" 

Alcohol,  acids,  axes. 

Brooms,  buckets,  brushes  (not  including  those  for  whitewashing),  brads,  bolts, 
belting,  benzine,  baskets  as  receptacles  for  waste  paper  and  for  use  of  custo- 
dians' forces  only. 

Cleaning  cesspools ;  coal  hods,  chisels,  cans,  candles,  chamois  skins,  crash, 
cotton,  carpet  stretchers. 

Dustpans,  dusters,  disinfectants. 

Electric  current  for  post-office  canceling  machines. 

Electric-light  wiring. 

Emery. 

Freight  and  cartage  on  stationery. 

Fuel,  flue  cleaners,  fire  tools,  feather  dusters,  files. 

Flags  (national  only). 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  31 

Gaskets  (in  connection  with  electric-light  plant),  gas  meters,  goblets. 

Halyards. 

Hammers,  hose  (for  garden  and  cleaning  purposes),  hose  reels,  hose  carts. 

Hauling  ashes. 

Ice,  ice  picks. 

Knives  for  cleaning  purposes. 

Light  (gas  and  electric),  lanterns,  lamps,  leather,  lime. 

Mops,  mopping,  matches  (for  custodian's  force  only). 

Oils  for  machinery,  oil  feeders. 

Packing,  gauges,  etc.,  for  electric-light  plants,  pails,  pumice,  pokers,  pitchers. 

Scrubbing  soap,  sapolio,  saws,  sponges,  screw-drivers,  scrapers,  screws,  shovels, 
salt,  sawdust,  soda,  sand,  scythes,  hoes,  rakes,  lawn  mowers,  watering  pots. 

Step  ladders  for  custodian's  force. 

Thermometers. 

Toilet  paper  and  fixtures. 

Tools,  appliances,  and  materials  for  care  or  operation  of  heating,  ventilating, 
lighting,  and  hoisting  apparatus,  exclusive  of  repairs  to  same. 

Trucks,  towels,  and  toilet  soap  for  the  use  of  custodian's  force  only. 

Tubing,  drop  lights,  globes,  chimneys,  shades  and  gas  torches,  gas  pipe  and 
fittings,  including  those  running  up  from  floor  to  light  desks  and  other  furni- 
ture, exclusive  of  pipe  and  fittings  incident  to  repairs  thereto  in  walls  and 
beneath  floors. 

Wastebaskets  for  use  of  janitor  in  collecting  waste  paper. 

Water  meters. 

PAY    OF    ASSISTANT    CUSTODIANS    AND    JANITORS. 

SEC.  XXXII.  The  following  items  are  properly  chargeable  to  the 
appropriation  "Pay  of  assistant  custodians  and  janitors:" 

Pay  of  assistant  custodians,  engineers,  firemen,  laborers,  watchmen,  pump 
men,  charwomen,  dynamo  tenders,  lampists,  and  other  employees  whose  serv- 
ices are  in  connection  with  the  care  and  cleaning  of  the  building  and  the  care 
of  the  electric-light,  heating,  and  hoisting  plants,  and  furniture. 

For  the  salaries  of  the  above-named  employees  the  custodian  must 
submit  monthly  pay  rolls  in  duplicate  (see  Sec.  VI,  par.  13),  blanks 
for  which  will  be  furnished  by  the  Department  on  requisition.  A 
sample  pay  roll  will  be  found  on  page  49. 

When  special  authority  is  given  by  the  Department  for  the  em- 
ployment of  personal  services  for  the  purpose  of  cleaning  off  snow 
and  ice,  sprinkling  streets,  removing  rubbish,  or  washing  towels, 
compensation  therefor  will  also  be  made  from  this  appropriation. 

For  the  payment  of  these  expenses  vouchers  must  be  submitted  in 
duplicate  on  special  blanks,  which  will  be  furnished  by  the  Depart- 
ment on  requisition.  A  sample  voucher  will  be  found  on  page  50. 

It  will  be  particularly  observed  that  the  cost  of — 

Removing  rubbish ; 

Cleaning  off  snow  and  ice ; 

Sprinkling  streets  and  washing  towels, 

when  done  as  personal  services  is  payable  from  the  appropriation  for 
"  Pay  of  assistant  custodians  and  janitors,"  and  not  from  the  appro- 

11177—06  M 3 


32  INSTRUCTIONS   TO    CUSTODIANS    OF   PUBLIC    BUILDINGS. 

priation  for  "  Fuel,  lights,  and  water  for  public  buildings."  Should 
vouchers  be  forwarded  for  these  items  stated  on  the  wrong  form, 
they  will  be  returned  without  approval. 

EXPENSES    OF    COLLECTING    THE    REVENUE   FROM    CUSTOMS. 

SEC.  XXXIII.  This  appropriation  is  chargeable  with  the  cost 
of  all  work  and  supplies  referred  to  in  the  preceding  appropriations 
when  furnished  for  buildings  or  rooms  rented,  or  for  Government 
buildings  located  on  grounds  not  the  property  of  the  United  States, 
used  by  the  customs  service.  Also  for — 

Call  bells  and  wiring  for  exclusive  use  of  customs  officials ; 
Rent  of  offices  or  buildings  for  customs  purposes ; 
Revenue  flags  for  custom-houses ; 
Telephones  for  the  use  of  the  customs  service ; 

Telephone  service  for  other  officials  must  be  the  subject  of  communication 
from  said  officials  to  the  heads  of  their  respective  departments. 

OFFICIAL  LETTERS  TO  BE  PROPERLY  ADDRESSED. 

SEC.  XXXIV.  (a)  Communications  relating  to  the  following- 
named  appropriations  or  subjects  must  be  addressed  to  the  Secretary 
of  the  Treasury,  Supervising  Architect's  Office : 

Repairs  and  preservation  of  public  buildings; 

Heating  apparatus  for  public  buildings; 

Vaults,  safes,  and  locks  for  public  buildings ; 

Assigning  rooms  and  space  in  Government  buildings ; 

Encroachment  or  trespasses  upon  Federal  building  sites  by  owners  of  adja- 
cent property  and  others ; 

Licenses  or  permits  to  use  public  buildings  or  grounds; 

Renting  space  in  Government  buildings  for  telegraphic  and  other  purposes ; 

Renting  unused  Government  property  ; 

Renting  rooms  in  Government  buildings; 

Sale  of  old  materials  originally  purchased  from  the  above-named  appropria- 
tions ; 

Sale  of  old  and  condemned  safes ; 

Tapping  Government  sewers  for  private  buildings ; 

Taxes  or  assessments  levied  or  imposed  against  public  building  sites  etc. 

(b)  Communications  relating  to  the  following  appropriations  or 
subjects  must  be  addressed  to  the  Secretary  of  the  Treasury,  Office  of 
the  Chief  Clerk : 

Furniture  and  repairs  of  same  for  public  buildings ; 
Fuel,  lights,  and  water  for  public  buildings ; 
Pay  of  assistant  custodians  and  janitors ; 
Pneumatic-tube  systems ; 

Sale  of  articles  originally  purchased  from  any  of  the  above-named  appropria- 
tions ; 

Returns  of  furniture  and  fixtures ; 

Selling  or  dropping  from  returns  of  furniture  (except  safes). 


INSTRUCTIONS   TO    CUSTODIANS   OF    PUBLIC    BUILDINGS.  33 

(c)  Communications  relating  to  the  following  appropriations  or 
subjects  must  be  addressed  to  the  Secretary  of  the  Treasury,  Division 
of  Appointments : 

Expenses  of  collecting  the  revenue  from  customs ; 
Leasing  of  buildings  or  offices  for  customs  service. 

STATIONERY,  BLANK  FORMS,  AND  BLANK  BOOKS. 

SEC.  XXXV.  Blank  forms  of  requisitions  for  stationery  and  blank 
paper  will  be  supplied,  on  requisition,  by  the  Department. 

SEPARATE    COMMUNICATIONS    REQUIRED. 

SEC.  XXXVI.  (1)  Communications  addressed  to  the  Department 
must  not  include  items  of  expense  payable  from  diiferent  appropria- 
tions in  charge  of  different  Treasury  officials,  as  indicated  in  Section 
XXXIV,  or  involving  expenses  for  different  fiscal  years. 

(2)  Each  communication  should  relate  to  only  one  appropriation 
or  one  subject. 

(3)  Communications   must   be   written   on   custodian's  letterhead 
paper,  which  will  be  supplied,  on  requisition,  by  the  Department. 

LETTERS    TO    BE    ANSWERED    WITHOUT    DELAY. 

SEC.  XXXVII.  (1)  Every  Department  letter  requiring  a  reply 
must  be  answered  without  unnecessary  delay;  but  if  action  can  not 
be  taken  in  due  course  the  receipt  should  be  acknowledged  at  once 
and  the  reasons  stated  for  delay  and  probable  date  when  a  reply  will 
be  forwarded. 

(2)  In  replying  to  letters  from  the  Department  reference  should 
be  made  to  the  bureau,  office,  or  division  in  which  the  same  was  pre- 
pared, as  indicated  in  the  upper  left-hand  corner  of  such  lett'er. 

(3)  The  receipt  of  checks  or  of  the  proceeds  thereof  deposited  by 
contractors  or  bidders  should  be  promptly  acknowledged.  *No  ac- 
knowledgment of  the  receipt  of  other  checks  is  required. 

(4)  Vouchers    for   expenditures   previously    authorized,   returns 
required  by  paragraphs  2  and  11,  Section  XL VI,  and  estimates  for 
annual  supplies,  need  not  be  accompanied  by  letters  of  transmittal. 

OFFICIAL  LETTERS  TO  BE  BRIEFED. 

SEC.  XXXVIII.  All  official  letters  to  the  Department  should  be 
indorsed  on  the  first  fold  with  the  official  designation  of  the  building, 
name  of  place  where  located,  date,  name  and  title  of  writer,  and 
synopsis  of  contents,  an  inch  space  to  be  left  blank  at  the  top  of  the 
first  fold  for  the  imprint  of  the  Department  stamp  recording  the  date 
of  receipt  and  the  number  of  inclosures  to  be  noted  at  the  bottom. 


34  INSTRUCTIONS   TO   CUSTODIANS    OF   PUBLIC   BUILDINGS. 

POSTING  ADVERTISEMENTS   PROHIBITED. 

SEC.  XXXIX.  The  custodians  will  not  permit  advertisements  or 
notices  of  any  character  (excepting  those  relating  to  Government 
business)  to  be  posted  in  or  about  United  States  buildings,  and  those 
relating  to  Government  business  must  only  be  displayed  upon  bulletin 
boards  which  are  supplied  by  the  Department.  Nor  must  clocks  used 
for  advertising  purposes  be  installed  in  corridors  or  rooms.  Bill- 
boards will  not  be  allowed  on  the  premises. 

ROOMS    MUST    BE    USED    FOR    OFFICIAL    PURPOSES    ONLY. 

SEC.  XL.  The  use  of  rooms  as  sleeping  apartments  is  prohibited, 
except  for  route  agents  of  the  Railway  Mail  Service  where  it  is 
deemed  by  the  Post-Office  Department  to  be  absolutely  necessary  and 
is  requested  by  the  Postmaster-General  and  authorized  by  the  Secre- 
tary of  the  Treasury. 

ROOMS    MUST    NOT    BE    USED    FOR   UNOFFICIAL    PURPOSES. 

SEC.  XLI.  (1)  The  Department  will  not  permit  stands  for  the  sale 
of  pies,  cakes,  candy,  mineral  waters,  cigars,  newspapers,  or  merchan- 
dise of  any  character,  or  for  any  trade  or  avocation,  to  be  placed  in 
rooms,  corridors,  or  lobbies,  or  on  sidewalks  or  grounds  of  Govern- 
ment buildings;  nor  will  it  permit  desks,  desk  room,  or  space  therein 
to  be  used  for  the  transaction  of  private  business. 

(2)  The  Secretary  of  the  Treasury  is  not  authorized  to  permit 
United  States  buildings  to  be  occupied  for  other  than  governmental 
purposes,  except  in  cases  where  the  necessity  of  the  public  service 
would  be  subserved  thereby,  and  custodians  are  especially  cautioned 
against  permitting  buildings  to  be  used  for  other  purposes  without 
specific  authority  therefor  from  the  Department.     Should  it  be  de- 
termined that  a  public  telephone  or  telegraph  station  in  a  United 
States  building  would  tend  to  facilitate  the  transaction  of  the  busi- 
ness  of   the   Government,   such   occupancy   will,   at   the   discretion 
of  the  Secretary  of  the  Treasury,  be  authorized  for  such  period  and 
upon  such  terms  as  he  may  direct.     Custodians,  in  submitting  appli- 
cations to  the  Department  from  telephone  or  telegraph  companies  to 
occupy  space  in  United  States  buildings,  must  inform  the  Department 
fully  as  to  the  manner  in  which  such  occupancy  would  be  of  benefit 
to  the  public  service;    the  floor  space  required;    its  location  and  the 
rental,  if  any,  to  be  paid,  and  without  regard  to  individual  interests 
make  recommendation  as  to  the  advisability  of  granting  the  request. 

(3)  The  Department  will  not  approve  any  application  unless  it  is 
clearly  established  that  such  action  will  be  advantageous  to  the  Gov- 
ernment in  the  transaction  of  its  business. 


INSTRUCTIONS   TO    CUSTODIANS   OF   PUBLIC    BUILDINGS.  85 

NOT    TO    INTRODUCE    ARTICLES    FOR   EXPERIMENTAL    PURPOSES. 

SEC.  XLII.  The  introduction  into  public  buildings,  for  experi- 
mental purposes,  of  any  article  or  appliance  without  previous 
authority  of  the  Department,  is  absolutely  prohibited. 

ASSIGNMENT  OF  ROOMS. 

SEC.  XLIII.  (1)  Assignment  of  rooms  in  the  building  must  not 
be  made  without  special  authority  from  this  Department. 

(2)  As  soon  as  a  room  is  vacated  the  Department  should  be  imme- 
diately notified  thereof. 

(3)  After  original  assignment  of  rooms  has  been  approved,  addi- 
tional assignments  to  coordinate  Departments  of  the  Government 
will  only  be  made  at  the  request  of  the  head  of  such  Department. 

ASSIGNMENT  PLANS. 

SEC.  XLIV.  Whenever  required,  the  custodian  will  forward  to  the 
supervising  architect  of  this  Department  diagrams  with  measure- 
ments of  the  grounds,  cellar,  subbasement,  and  basement,  as  the  case 
may  be,  of  the  building  or  buildings  in  his  custody,  giving  points  of 
the  compass  and  the  names  of  the  adjoining  streets,  and  snowing  the 
location  of  the  heating  apparatus,  elevators,  and  pumps ;  also  of  the 
several  floors,  including  the  attic,  indicating  for  what  purpose  they 
are  used,  and  locating  the  position  of  the  safes,  vaults,  stoves,  fire- 
places with  grates,  fireplaces  without  grates,  storm  doors,  and  tele- 
graph offices,  if  any.  If  the  rooms  are  numbered  they  will  be  so 
designated,  in  addition  to  the  official  title  of  the  occupants.  These 
diagrams  must  be  prepared  on  suitable  paper,  15J  inches  from  top  to 
bottom,  by  12^  inches  in  width,  leaving  a  sufficient  margin  thereon 
upon  the  left-hand  side  to  allow  for  binding.  They  need  not  be 
elaborate  or  scale  drawings,  which  are  preferred,  but  should  be 
acceptable  in  appearance,  and  mailed  on  common  wood  rollers  to 
prevent  injury  in  transmission. 

POST-OFFICE    LOCK    BOXES,    DUPLICATE    KEYS,    REPAIRS,    ETC* 


SEC.  XLV.  The  Treasury  Department  furnishes  lock  boxes  and 
drawers  and  letter  and  package  drops  for  post-offices  located  in  public 
buildings  under  its  control,  and  makes  repairs  to  same  when  neces- 
sary. 

Each  box  or  drawer  is  supplied  with  a  quota  of  keys,  and  under  an 
agreement  the  cost  of  replacing  any  lost  keys  of  the  original  comple- 
ment, or  any  additional  keys,  will  be  borne  by  the  Post-Office  Depart- 
ment. 


36  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

No  consideration  in  the  future  will  be  given  by  this  Department  to 
requests  for  the  purchase  of  keys  to  replace  such  as  have  been  lost,  or 
for  keys  additional  to  the  original  complement. 

Keys  must  be  purchased  from  the  manufacturer  of  the  locks  and 
not  from  local  locksmiths. 

All  expenses  incident  to  the  repair  of  boxes,  drawers,  letter  or 
package  drops;  their  change  of  location;  their  renewal  or  the  sup- 
ply of  additional  ones;  the  furnishing  of  glass  fronts  for  boxes  or 
drawers,  etc.,  are  payable  from  the  appropriation  for  "  Vaults,  safes, 
and  locks  for  public  buildings." 

RECORD  AND  RETURN  OF  PUBLIC  PROPERTY. 

SEC.  XL VI.  ( 1 )  A  complete  record  in  detail  of  all  public  property 
purchased  from  the  appropriation  "  Furniture  and  repairs  of  same 
for  public  buildings,"  including  furniture  transferred  from  rented 
buildings,  must  be  kept  by  custodians  in  proper  form  for  reference, 
specifying  the  office  or  room  and  story  of  the  building  in  which  the 
articles  are  located,  together  with  their  cost,  date  of  authority  for 
purchase,  and  condition  as  shown  by  the  custodian's  receipt  to  his 
predecessor,  or  his  latest  inventory.  All  authorizations  to  purchase, 
transfer,  sell,  drop,  or  otherwise  dispose  of  articles  should  be  entered 
upon  this  record.  Blank  record  books  required  by  this  paragraph 
will  be  supplied  on  application  to  the  Department. 

(2)  For  the  purpose  of  complying  with  the  requirements  of  section 
197,  Revised  Statutes   (see  Appendix,  p.  68),  returns  of  furniture 
and  fixtures  and  other  property  purchased  from  the  appropriation 
named  must  be  rendered  by  custodians  to  the  Secretary  of  the  Treas- 
ury  (chief  clerk)   semiannually,  on  the  30th  of  June  and  31st  of 
December,  and  will  embrace  only  such  articles  as  have  been  acquired, 
transferred,  dropped,  sold,  or  otherwise  disposed  of  during  the  period 
covered  by  the  returns  submitted.     Blanks  for  these  returns  (Form 
No.  171  A  and  its  continuation  sheet  No.  171  B),  will  be  supplied  on 
application  to  the  Department.     For  sample  of  return  see  page  47. 

(3)  The  returns  must  specify  the  office,  room,  and  story  of  the 
building  in  which  the  articles  are  or  were  located,  and  the  number 
and  description  of  the  articles,  care  being  taken  to  give  the  date  of 
authority  to  purchase,  sell,  drop,  or  transfer,  and  the  cost  of  the 
articles. 

(4)  Articles  must  not  be  entered  upon  the  records  of  the  office, 
nor  included  in  the  semiannual  returns,  until  they  have  been  received, 
whatever  the  date  of  authority  for  their  purchase,  but  when  received 
this  date  should  be  entered  in  its  proper  column,  and  under  the  head 
of  "  Remarks  "  the  date  of  their  receipt. 

(5)  Furniture  and  fixtures  embrace  carpets,  matting,  rugs,  and 
mats;  window  curtains,  shades,  and  awnings;  spittoons  and  cuspidors, 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  37 

water  coolers,  platforms,  screens,  counters,  railings,  gates,  and  other 
furniture  unenumerated  herein. 

(6)  No  articles  of  furniture  or  fixtures  must  be  transferred  from 
one  office  or  room  to  another  without  previous  authority  from  the 
Department. 

(7)  All  items  should  be  continued  upon  the  records  of  the  office 
until  authority  has  been  obtained  from  the  Department  to  drop^  them. 

(8)  Where  articles  are  sent  from  the  Department,  the  date  of  the 
letter  of  transniittal  should  be  given  in  the  column  "  Date  of  author- 
ity for  purchase." 

(9)  In  requesting  authority  to  make  transfers,  sell,  or  drop  articles, 
the  items  must  be  designated  as  they  are  entered  upon  the  records. 

(10)  When   old   articles   of   furniture   are   converted   into   other 
articles,  the  old  articles  should,  after  authority  has  been  obtained,  be 
dropped  from  the  record,  and  the  new  articles  entered  thereon  under 
the  date  of  the  authority  to  make  such  change. 

(11)  On  retiring  from  office  the  custodian  will  forward  to  the 
Department  the  receipt,  in  detail,  of  his  successor  for  all  property 
transferred  to  him,  which  will  be  compared,  and  must  agree,  with  the 
record  as  kept  at  the  Department.     Blanks  for  this  receipt  (Form 
No.  171  C)  will  be  supplied  on  application  to  the  Department. 

(12)  Semiannual  returns  required  by  paragraph  2,  and  receipts 
required  by  paragraph  11,  must  be  folded,  each  sheet  separately,  not 
rolled  and  not  attached  to  each  other. 

Section  1780,  Revised  Statutes  United  States,  provides  as  follows: 

Every  officer  who  neglects  or  refuses  to  make  ;iny  return  or  report  which  he 
is  required  to  make  at  stated  time  by  any  act  of  Congress  or  regulation  of  the 
Department  of  the  Treasury,  other  than  his  accounts,  within  the  time  prescribed 
by  such  act  or  regulation,  shall  be  fined  not  more  than  one  thousand  dollars 
and  not  less  than  one  hundred. 

FLAGS. 

SEC.  XLVII.  The  flag  of  the  United  States  shall  be  hoisted  over 
all  public  buildings  under  the  control  of  the  Treasury  Department 
during  the  hours  of  business,  except  when  stormy  weather  prevents 
its  display. 

The  revenue  flag  must  be  displayed  over  custom-houses  as  required 
by  article  No.  1208,  General  Regulations,  under  the  customs  and 
navigation  laws. 

Flags  will  be  supplied  by  the  Department  as  follows:  National 
ensigns  through  the  office  of  the  chief  clerk  and  superintendent ;  reve- 
nue flags  through  the  appointment  division. 

The  national  ensign  will  be  displayed  at  half-mast  on  Memorial 
Day,  May  30,  on  all  public  buildings  under  the  control  of  the  Treas- 
ury Department,  and  at  such  times  and  on  such  buildings  as  may  at 
any  time  be  directed  by  Executive  order. 


38  INSTBUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  * 

DECORATING    AND    DRAPING    PUBLIC    BUILDINGS. 

SEC.  XLVIII.  (1)  There  is  no  appropriation  under  the  control 
of  the  Treasury  Department  which  can  be  legally  used  to  meet  ex- 
penses incident  to  decorating  public  buildings. 

(2)  Draping  public  buildings  is  prohibited  by  law,  which  pro- 
vides that  hereafter  no  building  owrned  or  used  for  public  purposes 
by  the  Government  of  the  United  States  shall  be  draped  in  mourn- 
ing, and  no  part  of  the  public  funds  shall  be  used  for' such  purposes. 
(U.  S.  Stat,  vol.  27,  p.  715,  sec.  3.) 

LETTERS  AND  RECORDS  THE  PROPERTY  OF  THE  UNITED  STATES. 

SEC.  XLIX.  All  letters  received,  copies  of  letters  sent,  papers, 
vouchers,  books,  etc.,  relating  to  the  business  affairs  of  the  custodian, 
of  which  a  complete  record  should  be  kept,  are  the  property  of  the 
United  States,  and  must  be  turned  over  to  his  successor  in  office.  ( See 
sec.  5403,  Rev.  Stat.) 

POST-OFFICE    CANCELING    MACHINES. 

SEC.  L.  The  expense  for  electric  current  for  the  operation  of  post- 
office  canceling  machines  is  chargeable  to  the  appropriation  "  Fuel, 
lights,  and  water  for  public  buildings."  The  expense  for  repairs  to 
machines  and  motors,  and  supplies  therefor,  is  a  matter  to  be  pre- 
sented by  the  postmaster  to  the  Postmaster-General. 

CHANGES   IN   ELECTRIC   WIRING  OR   GAS   PIPING. 

SEC.  LI.  Changes  in  electric  wiring  or  gas  piping,  or  extensions 
thereto,  with  or  without  expense,  must  not  be  made  unless  previously 
authorized  by  the  Department. 


Secretary. 
TREASURY  DEPARTMENT, 

Washington,  D.  €.,  December  23,  1905. 


APPENDIX, 


39 


APPENDIX. 


CIRCULARS,  FORMS  OF  VOUCHERS,  PAY  ROLLS,  ETC, 


INSTRUCTIONS  TO  ENGINEERS,  FIREMEN,  ELEVATOR  CONDUCTORS, 
AND  JANITORS  OF  PUBLIC  BUILDINGS. 

TREASURY  DEPARTMENT, 

Washington,  D.  C.,  -  — , . 

The  following  instructions  are  issued  for  the  guidance  of  engineers  and  fire- 
men in  charge  of  the  heating  apparatus  in  public  buildings  under  the  control  of 
this  Department: 

,  ENGINEERS. 

Chief  engineers  will  be  held  responsible  for  the  condition  and  operation  of  the 
hoisting,  heating,  lighting,  and  power  plants  under  their  charge.  They  shall, 
under  the  direction  of  the  custodian,  divide  the  employees  in  their  departments 
into  equal,  regular  watches  (when  practicable),  and  assign  cleaning  stations  to 
each  employee. 

They  shall  keep  a  daily  account  of  all  supplies,  including  coal,  received  and 
consumed,  together  with  an  hourly  record  of  the  steam  pressure,  coal  consumed, 
and  load  of  the  electric-light  plant,  should  there  be  one  in  the  building. 

They  shall  report  to  the  custodian  the  absence  of  any  employee  in  their 
departments,  and  make  such  temporary  assignment  of  additional  duty  among 
the  remainder  as  shall  prevent  the  suspension  of  operation  of  any  part  of  the 
plants  under  their  charge. 

They  shall  make,  or  cause  to  be  made  by  the  employees  of  their  departments, 
whenever  practicable,  all  minor  repairs,  such  as  grinding  valves,  packing  glands 
and  joints,  refitting  and  rebabbitting  journals,  and,  in  buildings  having  electric- 
light  systems,  removal  of  ground  and  short  circuits  from  electric  wires,  repairs 
to  electric-lighting  service,  such  as  dynainao  brushes,  lamp  sockets,  and  minor 
extensions  of  the  wiring. 

They  shall  cause  all  oil  collected  from  bearings  or  drip  pans  to  be  filtered  and 
reused  until  unserviceable,  and  exercise  strict  economy  in  the  use  of  all  stores 
provided. 

They  shall  preserve  discipline  among  their  subordinates,  reporting  to  the  cus- 
todian any  infraction  of  the  regulations  of  this  Department  or  those  issued  by 
the  custodian. 

They  shall  submit  to  the  custodian  for  his  approval  all  watch  bills  and  regu- 
lations desired  by  them  for  the  direction  of  the  employees  in  their  departments. 

Assistant  engineers  shall  perform  such  duties  as  may  be  assigned  them  by  the 
chief  engineer. 

41 


42  INSTBUCTIONS   TO   CUSTODIANS   OF   PUBLIC   BUILDINGS. 

PLUMBING. 

Plumbing  fixtures  must  be  cleaned  at  least  once  in  two  weeks  by  means  of 
a  soft  cloth  saturated  with  gasoline,  and  then  scrubbed  with  soap  and  water. 

The  toilet  rooms  must  be  kept  scrupulously  clean  and  woodwork  rubbed 
bright.  The  flush  tanks  of  fixtures  must  be  kept  free  of  mud,  etc.,  which  may 
be  deposited  by  the  water  contained  therein. 

Frequent  inspection  must  be  made  of  fixtures  which  are  used  infrequently, 
in  order  to  ascertain  that  the  traps  are  filled  with  water.  Metal  trays  o'f  fix- 
tures are  to  be  cleaned,  as  required,  by  pouring  potash  into  them  and  letting  it 
remain  over  night ;  traps  are  then  to  be  thoroughly  flushed  with  clean  water. 

Waste  and  soil  pipes  giving  evidence  of  decreased  capacity  must  be  flushed 
with  a  hot  solution  of  common  washing  soda,  copperas,  or  potash.  All  nickel- 
plated  work  must  be  kept  clean  and  bright  by  cleaning  same  with  a  soft  cloth 
saturated  with  gasoline  and  then  rubbing  with  "  whiting  powder." 

All  polished  brass  work  must  be  kept  clean  and  bright  by  the  use  of  gasoline 
and  putz  pomade,  or  other  first-class  burnishing  material  applied  with  a  soft 
cloth. 

Frequent  inspections  must  be  made  to  ascertain  the  presence  of  leaks  in 
flushing  tanks,  faucets,  etc.,  and  said  leaks  must  be  immediately  stopped. 

No  refuse  except  feces,  urine,  toilet  paper,  and  cuspidor  collections  shall 
be  deposited  in  any  plumbing  fixture. 

The  janitor  must  make  every  effort  consistent  with  good  results  to  reduce 
the  consumption  of  water  and  gas  to  a  minimum. 

STEAM    HEATING    AND   VENTILATING    APPARATUS. 

The  tubes  of  horizontal  tubular  boilers  must  be  cleaned  at  least  three  times 
each  week  of  the  heating  season. 

The  shell  and  heads  of  horizontal  tubular  boilers  must  be  cleaned  at  least 
once  per  month. 

Portable  cast-iron  and  steel  boilers  are  to  have  smoke  passage  cleaned  at 
least  once  per  week. 

Ashes  must  not  be  allowed  to  accumulate  in  ash  pit  sufficiently  to  endanger 
grates,  and  should  be  removed  at  least  twice  per  day. 

The  bridge  wall  and  inverted  arch  under  boiler  must  be  kept  free  of  ashes 
and  debris. 

The  fresh-air  chambers,  fresh-air  supply  ducts,  the  indirect  radiator  chambers, 
and  indirect  radiators  must  be  kept  clean. 

All  the  trenches  in  which  return  pipes  of  heating  apparatus  are  run  must  be 
kept  clear  of  rubbish  and  debris,  and  care  exercised  to  insure  pipes  standing 
clear  of  said  rubbish. 

The  engineer  or  fireman  must  instruct  the  occupants  of  the  various  apartments 
how  to  operate  the  valves  on  direct  radiators. 

When  any  radiator  heats  imperfectly  the  presence  of  air  is  the  probable 
cause,  and  same  should  be  allowed  to  escape  by  opening  air  valve  of  radiator. 

Economy  in  the  consumption  of  coal  is  greatly  to  be  desired,  and  any  waste 
will  subject  the  person  in  charge  to  censure. 

The  proper  water  line  in  a  horizontal  tubular  low-pressure  steam  boiler  is 
4$  inches  above  the  top  row  of  tubes. 

The  safety  valve  of  a  low-pressure  steam  boiler  should  be  set  to  blow  off  at 
10  pounds  pressure. 

The  damper  regulator  should  close  off  damper  at  0  pounds  pressure. 

At  the  end  of  the  heating  season  all  water  in  the  apparatus  must  be  drawn 
off,  and  the  boiler,  up  to  the  level  of  safety  valve,  filled  with  fresh  water 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


43 


and  allowed  to  stand  thus  during  the  summer.  At  the  beginning  of  the  heating 
season  the  water  is  to  be  drawn  off  and  the  boiler  refilled  to  water  line  with 
fresh  water.  At  the  close  of  the  heating  season  the  entire  heating  and  venti- 
lating apparatus  must  be  carefully  inspected  and  the  necessary  repairs  to  same 
reported  to  the  custodian  in  writing. 

HOT-WATER  HEATING  AND  VENTILATING  APPARATUS. 

The  tubes  of  the  horizontal  tubular  boilers  must  be  cleaned  at  least  three 
times  each  week  of  the  heating  season. 

The  shells  and  heads  of  horizontal  tubular  boilers  must  be  brushed  off  once 
each  month. 

Portable  cast  iron  or  steel  boilers  are  to  have  smoke  passages  cleaned  at 
least  once  per  week. 

Ashes  must  not  be  allowed  to  accumulate  in  the  ash  pit  sufficiently  to  endan- 
ger grates  and  should  be  removed  at  least  twice  per  day. 

The  bridge  walls  and  the  inverted  arches  under  horizontal  boiler  must  be 
kept  clean  of  ashes  to  allow  full  effect  of  draft. 

The  fresh-air  chambers,  fresh-air  supply  ducts,  the  indirect-radiator  chambers, 
and  the  indirect  radiators  must  be  kept  clean. 

When  any  radiator  heats  imperfectly  the  presence  of  air  is  the  probable  cause, 
and  the  same  should  be  allowed  to  escape  by  opening  air  valves  on  radiator. 

The  fireman  must  note  the  level  of  the  water  in  the  expansion  tank  each 
morning,  and  see  that  it  is  filled  with  water. 

The  temperature  of  water  in  the  apparatus  should  be  increased  or  decreased 
with  regard  to  the  outside  temperature,  as  follows: 


Tempera- 
ture outside. 

Tempera- 
ture of 
water  at 
boiler. 

Degrees. 
60 
50 
40 
30 
30 
10 
0 
10 

Degrees. 
110  to  120 
120  to  135 
135  to  150 
150  to  165 
165  to  180 
180  to  190 
190  to  200 
200 

Do  not  allow  the  temperature  of  the  water  to  exceed  200°. 

The  fireman  must  instruct  the  occupants  of  the  apartments  in  which  direct 
radiators  are  placed  how  to  operate  the  valves  on  radiators. 

The  fireman  must  reduce  the  consumption  of  coal  to  a  minimum,  consistent 
with  best  results. 

At  the  end  of  the  heating  system  the  water  must  be  drawn  from  the  system 
and  the  apparatus  refilled  with  fresh  water.  At  the  beginning  of  the  heating 
season  the  water  must  again  be  drawn  off  and  refilled. 

When  drawing  off  the  water  the  air  valves  must  be  opened  as  soon  as  the 
water  ceases  to  run  at  said  valve,  to  allow  air  to  enter  and  the  water  to  pass 
out  of  the  piping  and  radiator. 

In  refilling  the  apparatus  the  air  valves  are  to  remain  open  until  water 
escapes,  then  closed. 

At  the  close  of  the  heating  season  the  entire  heating  and  ventilating  appara- 
tus must  be  carefully  inspected  and  the  necessary  repairs  to  same  reported  to 
the  custodian  in  writing. 


44  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

ELEVATORS. 

Especial  attention  is  called  to  the  fact  that  all  parts  of  the  elevator  must  be 
kept  clean. 

All  cables  must  be  carefully  examined  at  least  once  per  month  for  broken 
wires,  strands,  or  other  defects. 

The  machine  must  be  inspected  and  one  round  trip  made  each  day  by  the  con- 
ductor before  any  passengers  are  allowed  in  the  car;  during  this  test  trip  the 
automatic  terminal  stop  mechanism  should  be  tested,  and,  if  possible,  the  fireman 
or  engineer  should  watch  the  operation  of  the  machine  while  test  trip  is  being 
made. 

The  conductor  must  close  the  entrance  door  to  elevator  before  starting  car, 
and  must  take  every  precaution  to  reduce  the  possibility  of  accident. 

All  wire  cables  of  the  elevator  must  be"  given  a  coat  of  raw  linseed  oil  and 
plumbago  once  per  month. 

The  slide  strips  of  elevator  car  and  counterbalance  weights  must  be  cleaned 
once  per  month,  and  then  greased. 

When  electric  passenger  elevators  are  in  service  the  conductor  must  stop  at 
the  floor  at  which  the  last  passenger  is  delivered,  and  there  await  his  next  calL 

During  severe  electrical  storms  electric  passenger  elevators  operated  by  cur- 
rent not  generated  within  the  building  should  be  shut  down  and  the  main  switch 
or  circuit  breaker  thrown  out 

Any  defects  in  the  cables,  safety  devices,  etc.,  of  the  elevator  which  may 
impair  its  safety  or  satisfactory  operation  must  be  immediately  reported  in 
writing  to  the  custodian. 

INFORMATION    IN    REGARD    TO    SAFES    AND    LOCKS. 

(1)  The  following  information  is  given  in  regard  to  working  the  Sargent  lock 
on  vaults  and  safes  in  Government  buildings: 

"  (2)  When  a  new  safe  is  received,  care  should  be  taken  to  set  the  combina- 
tion of  the  lock  in  strict  accordance  with  the  maker's  printed  instructions, 
which  are  full  and  clear.  Copies  are  furnished  for  each  kind  of  lock,  and  will 
be  duplicated  on  requisition. 

"(3)  Trouble  arises  from  failing  to  understand  or  follow  these  instructions  in 
changing  the  combination,  and  then  removing  the  cover  of  the  lock  and  trying 
the  keys  while  the  cover  is  off  to  discover  where  the  difficulty  exists.  When  a 
lock  has  been  thus  disarranged  and  can  not  be  made  to  work  satisfactorily 
while  the  door  is  open,  the  door  must  not  be  locked  until  the  lock  has  been 
readjusted  and  made  to  work  correctly.  '  It  sometimes  happens  that  upon  insert- 
ing the  key  and  turning  one-quarter  to  left,  according  to  directions,  the  operator 
is  unable  to  turn  the  dial  of  lock  any  more  than  one-half  or  once  around,'  and  is 
thus  blocked  at  the  start.  When  this  is  the  case,  it  is  quite  certain  that  some 
one  has  had  the  key  in  the  keyhole  or  in  the  tumblers  of  the  lock  when  the  back 
of  lock  ioas  off,  and  turned  one  or  more  of  the  centers  (which  each  tumbler  has), 
and  thus  caused  them  to  become  mixed,  that  is,  two  of  the  centers  are  tight  and 
one  loose,  or  one  is  tight  and  two  loose ;  and  now,  when  the  key  is  inserted  and 
turned  one-quarter  to  the  left,  instead  of  loosening  all  three  of  the  centers,  as  it 
should  do,  it  has  tightened  one  and  only  loosened  two,  then  when  key  is  turned 
back  to  right,  it  fastens  the  two  and  has  loosened  the  one.  Now  the  thing  to  be 
accomplished  is  to  get  them  all  alike,  so  that  when  key  is  inserted  clear  in,  by 
turning  to  left  all  centers  will  be  loose,  and  by  turning  back  to  the  right  all  the 
centers  will  be  tight. 

"  Dissect  the  lock  in  this  wise :  Take  off  the  back.  Take  out  the  revolving 
bolt  and  dog.  At  the  end  of  the  dial  arbor  is  a  key,  holding  the  cam  onto  arbor. 


INSTRUCTIONS   TO    CUSTODIANS   OF   PUBLIC    BUILDINGS.  45 

(In  the  old  locks  it  is  held  on  by  two  screws  through  a  small  bevel  piece.) 
Take  out  this  key  or  bevel  piece,  unscrew  the  dial,  and  take  it  from  the  'cam/ 

"  Now  we  come  to  the  three  tumblers.  Take  the  steel  point  of  an  awl,  insert 
it  under  the  brass  ring  which  holds  the  tumblers  onto  the  axle,  and  spring  it  off. 
Take  off  No.  3  tumbler,  now  a  washer,  then  No.  2  tumbler,  then  a  washer,  then 
No.  1  tumbler.  Now  see  if  the  center  to  each  is  tight.  Seize  hold  of  iron  pin  in 
groove,  and  see  if  you  can  turn  the  groove  or  center.  If  you  can,  it  is  loose, 
and  must  be  tightened  by  inserting  the  key  into  square  hole  and  turning  it  one- 
quarter  to  right. 

"A  small  mark  on  said  square  hole  indicates  when  it  is  right.  You  will  find 
by  experimenting  that  it  loosens  with  a  snap  on  turning  to  left,  and  one-quarter 
to  right  will  make  it  tight.  Examine  all  the  tumblers  and  make  the  centers 
tight.  Now  reconstruct  the  lock.  First,  No.  1  tumbler  (with  number  toward 
you),  then  washer,  then  No.  2  tumbler,  then  washer,  then  No.  3  tumbler. 
Spring  on  the  ring,  put  dial  arbor  in  place,  and  screw  on  the  '  cam.'  Be  careful 
to  give  it  the  right  play,  by  not  screwing  it  once  around  too  much,  or  not 
enough.  It  should  be  left  to  play  easy,  but  not  allow  the  arbor  to  have  an  out 
and  in  motion.  Put  on  the  revolving  bolt  and  dog.  Now  set  the  tumblers  so 
that  their  slots  will  come  even  with  the  red  mark  in  lock  by  turning  left  for  the 
farther  one,  right  for  the  middle  one,  and  left  for  the  one  next  to  you.  Put  on 
back,  insert  the  key,  and  then  proceed  according  to  first  directions,  and  go  slow 
and  sure,  and  you  will  become  master  of  the  lock,  and  gain  a  knowledge  of 
great  value  to  you.  Locks  with  four  tumblers  to  be  treated  in  the  same  manner ; 
the  only  difference  being  In  their  having  one  more  tumbler  to  deal  with. 

"(4)  When  the  lock,  after  use,  commences  to  work  in  an  unsatisfactory  man- 
ner, careful  examination  as  to  the  probable  cause  should  be  made,  and  if  it  can 
not  be  remedied,  report  the  matter  at  once  to  this  Department,  instead  of  wait- 
ing until  the  lock  becomes  unmanageable. 

"(5)  Trouble  is  caused  by  changes  made  in  the  adjustment  of  the  parts  by 
Jocksnu'ths  and  others  who  attach  the  locks  to  safes,  and  those  who  experiment 
in  trying  to  repair  the  locks,  especially  by  filing  or  straightening  the  slightly 
curved  key  or  keys  which  hold  the  cam  from  turning  on  the  lock  end  of  the 
spindle,  resulting  in  the  key  or  keys  fitting  loosely  and  allowing  a  lost  motion. 
This  is  indicated  by  an  uncertainty  in  unlocking,  even  when  the  numbers  are 
set  exactly  to  the  star  mark,  the  lock  frequently  unlocking  if  the  numbers  are 
set  a  little  past  the  mark,  owing  to  the  motion  lost  on  the  loose  steel  key. 
The  curve  acts  as  a  spring  when  the  key  is  driven  home  with  a  gentle  force 
into  a  straight  slot  or  groove  in  which  it  fits  exactly  and  closely  to  avoid  any 
lost  motion.  When  it  is  thus  driven  home  (with  the  back  of  the  key  toward 
the  center  of  the  shaft)  the  point  of  the  key  will  pass  through  the  cam  and  curl 
up  in  the  inside  as  an  effective  safeguard  against  jarring  back.  Besides,  the  key 
can  be  readily  withdrawn  if  necessary.  All  these  advantages  are  lost  if  a 
thoughtless  person  files  and  straightens  the  key  thus  I  .  making  it  loose  enough 
to  be  put  in  and  taken  out  with  the  thumb  and  finger,  thus  allowing  a  little 
motion  of  the  spindle  in  the  cam,  which,  though  slight,  is  multiplied  by  the  large 
diameter  of  the  dial,  and  of  course  interferes  with  accuracy  in  working  the  lock 
on  its  combination.  The  only  remedy  is  to  refit  the  steel  key  or  keys. 

"(6)  When  a  lock  is  long  in  use,  it  is  liable  to  get  foul  and  gummy,  so  that 
the  wheels  will  turn  hard  on  their  hub,  or  the  falling  dog  becomes  so  stiff  in  its 
hinge  that  it  does  not  fall  readily  into  the  slots  in  the  wheels.  There  is  a  heavy 
resisting  motion  of  the  dial  in  turning,  which  increases  as  each  succeeding 
wheel  is  picked  up  in  making  the  revolutions,  until  sometimes  the  power  required 
to  turn  the  dial  renders  it  difficult  to  stop  accurately  on  the  mark.  So  long, 


46  INSTRUCTIONS   TO    CUSTODIANS    OF   PUBLIC   BUILDINGS. 

however,  as  the  wheels  can  be  accurately  set  by  the  numbers,  this  will  not,  of 
itself,  prevent  the  lock  from  unlocking ;  but  if,  after  the  members  are  correctly 
set,  on  turning  to  the  right  or  left  (as  the  case  may  require)  to  unlock,  the  dog 
or  lever  does  not  fall  into  the  slots  in  the  wheels,  and  a  full  revolution  can  be 
made  without  being  stopped  by  the  hook,  it  is  then  evident  that  the  joint  or 
hinge  on  which  the  lever  turns  has  become  so  foul  and  sticky  that  the  weight  of 
the  lever  is  not  sufficient  to  overcome  the  resistance  offered,  and  consequently 
the  lever  does  not  perform  its  part.  When  this  is  the  case  the  first  thing  to  do 
is  to  get  the  safe  or  vault  open,  and  the  next  to  have  the  lock  thoroughly 
cleaned  by  using  kerosene  oil  to  dissolve  and  remove  the  gum — every  particle  of 
oil  to  be  carefully  wiped  off  before  putting  the  lock  together.  To  get  the  safe 
open  when  the  trouble  is  supposed  to  be  a  failure  of  the  dog  to  fall,  it  is  neces- 
sary to  carefully  set  the  numbers  of  the  combination,  then  take  a  piece  of  wood 
and  lay  it  against  the  door  directly  over  the  lock  and  strike  it  smartly  several 
blows  with  a  heavy  hammer  or  sledge,  then  try  the  lock  to  see  if  it  will  open. 
If  you  feel  the  dog  slightly  on  the  wheels,  work  the  knob  back  and  forth  quickly 
past  the  point  where  the  dog  is  felt.  This  may  induce  the  lever  to  work  down 
into  the  slots.  If  you  fail  in  the  first  trial,  reset  the  numbers  and  repeat  the 
hammering  until  satisfied  that  it  is  fruitless.  The  idea  is  to  first  have  the 
wheels  right  to  receive  the  falling  dog  or  lever,  and  then  to  induce  it  to  fall  into 
the  slots  by  jarring  it  from  its  confined  position.  It  must  be  borne  in  mind 
that  this  severe  jarring  of  the  door  may  possibly  jar  the  wheels,  or  some  of  them, 
out  of  place,  and  hence  on  repeating  the  hammering  it  is  best  to  reset  the 
wheels  after  each  unsuccessful  trial. 

"(7)  In  drilling,  which  should  be  the  very  last  resort,  the  shortest  cut  is  to 
get  rid  of  the  tongue  piece  of  the  bolt  work  on  the  door.  To  do  this  it  is  neces- 
sary to  drill  a  hole  through  the  door  just  in  front  of  the  lock  belt,  through  which 
the  tongue  piece  that  butts  against  the  lock  bolt  can  be  driven  out  of  the  way. 
This  hole  should  be  of  sufficient  size  to  allow  the  use  of  a  stiff  driving  tool 
through  the  door,  and  should  be  drilled  at  the  following  distances  from  the 
center  of  the  dials  on  the  following  sizes  of  Sargent  locks,  and  in  a  horizontal 
line  with  the  center  of  the  dials,  toward  the  front  of  the  locks : 

"No.  1.  Automatic  or  magnetic  locks,  five  and  five-eighths  inches  (5|  inches). 

"  No.  2.  Automatic  or  magnetic  locks,  five  and  one-quarter  inches  (5£  inches). 

"(8)  These  instructions  in  regard  to  the  Sargent  locks  equally  apply  to  the 
Damon  locks  on  a  number  of  Government  safes  in  use,  except  that  the  steel 
keys  in  the  Damon  locks  have  a  slightly  different  shape  from  those  referred  to 
in  the  Sargent  locks,  and  the  drilling  distance  is  different." 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

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48  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

Form  of  request  for  the  transfer  of  furniture. 

OFFICE  OF  CUSTODIAN,  U.  S.  CUSTOM-HOUSE, 

Albany.  X.  Y.,  January  10,  1900. 
The  Honorable  the  SECRETARY  OF  THE  TREASURY  (Chief  C/r/7,-). 

SIR:  I  hereby  request  authority  to  make  the  following-described  transfers  of 
furniture  in  the  building  in  my  custody  : 

Frotn  the  office  of  tJie  collector'  of  customs  to  the  office  of  the  clerk  of  United 
States  circuit  court. — One  wardrobe,  No.  50,  quartered  white  oak,  purchased 
May  27,  1891,  cost  $42.50 ;  condition  good. 

From  the  I'nited  tit  a  to*  District  court  room  to  the  office  of  the  axNistant  post- 
iitaxtcr. — Four  chairs,  No.  16 J,  oak,  at  $4.88,  purchased  June  20,  1899;  condition 
fair. 

Respectfully,  HENRY  BENNETT,  Custodian. 


Form  of  request  for  selling  and  dropping  furniture. 

OFFICE  OF  CUSTODIAN,  U.  S.  CUSTOM-HOUSE, 

Albany.  N.  Y..  March  3,  1900. 
The  Honorable  the  SECRETARY  OF  THE  TREASURY. 

SIR  :  I  hereby  request  authority  to  sell  and  drop,  or  to  drop  from  the  records 
of  my  office,  the  following-described  articles  of  public  property  which  are 
charged  to  the  building  in  my  custody : 

Office  of  the  niarxhal. — One  3-gallon  water  cooler,  purchased  June  8,  1888,  cost 
$4.50,  broken  and  worthless. 

Office  of  the  chcnit  court  jiidi/e. — Twenty-one  yards  Brussels  carpet,  cost 
$20.07;  IS  yards  Brussels  border,  cost  $16.31;  24  yards  carpet  lining,  cost  $5.18; 
purchased  November  21,  1890;  worn  out  and  useless. 

One  chair,  No.  1C*,  oak,  cost  $5.70;  purchased  October  12,  1899;  broken  and 
useless. 

Respectfully,  HENRY  BENNETT,  Custodian. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


49 


50           INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 
Original.]                                                                                                  ,  [Cat.  No.  114. 

APPROPRIATION  :  "  Pay  of  assistant  custodians  and  janitors,  190 — ." 
The  United  States  to ,  Dr. 


For  services  « 


during  the  —    —  ending  fc ,  190—,  at  the  rate  of  $- 


,  compensation  authorized  by  letter  of  Treasury  Department,  dated ,  189—. 


Amount. 


a  Insert  nature  of  services,  thus  :  Sprinkling  streets,  removing  snow,  ice,  and  rubbish, 
washing  towels,  etc. 

6  Insert  period  of  service. 


UNITED  STATES 


BUILDING  AT 


-,  190— . 


I  certify  that  the  services  above  charged  for  have  been  performed  in  accord- 
ance with  the  authority  referred  to. 

,  Custodian. 


Approved : 


TREASURY  DEPARTMENT, 


-,  190—. 


Chief  of  Appointment   Division. 


Received  from  GEORGE  A.  BARTLETT,  disbursing  clerk,  Treasury  Department, 

check  No.  -  — ,  on  the  —  -  for  the  sum  of  -  —  TTT  dollars,  in  full  pay- 
ment of  the  above  account. 

$ .  Receipt, «  , 


Amount  of  receipt  should  be  inserted  in  writing  and  figures  before  forward- 
ing to  the  Department. 


Original.]  [Cat.  No.  117. 

Form  of  voucher  for  miscellaneous  items  (color,  light  green). 

APPROPRIATION  :  "  Fuel,  lights,  and  water  for  public  buildings,  1907." 

The  United  States  to  Francis  G.  Bliss,  jr.,  Boston,  Mass.,  Dr. 


Date  of 
delivery. 

Miscellaneous  items,  ice,  and  removal  of  ashes. 

Amount. 

1894. 
Aug.     7 

1  dozen  turkey-feather  dusters  

$7.50 
1.25 
6.75 
8.  51) 
5.25 

J-  dozen  whisk  brooms,  at  $2.50  per  dozen                                   .                         

100  pounds  soap  at  34  cents  per  pound                      .    .  .  -   

3  gross  matches  at  $1  75  per  gross                                                                -  

Total 

24.25 

a  The  name  should  be  the  same  as  that  used  in  the  heading.  If  receipted  in 
the  name  of  a  company  or  corporation,  the  name  of  the  person  writing  the  com- 
pany or  corporation  name,  as  well  as  the  capacity  in  which  he  signs,  must 
appear.  Example :  "  Chicago  Edison  Company,  per  John  Smith,  secretary,  or 
treasurer,  or  member  of  firm." 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


51 


I  certify  that  the  articles  as  above  stated  have  been  furnished  for  use  of  the 
United  States  post-office  and  subtreasury  building  at  Boston,  Mass. ;  that  they 
are  necessary  for,  and  have  been  or  will  be  applied  to,  use  in  the  said  building ; 
that  the  prices  charged  are  just  and  reasonable,  and  authorized  by  Department's 

letter  of  June  3,  1894. 

JEREMIAH  W.  COVENEY,  Custodian. 
Approved : 


Assistant  Secretary. 

Received  from  THOMAS  J.  HOBBS,  disbursing  clerk,  Treasury  Department, 
Washington,  D.  C.,  the  sum  of  twenty-four  and  T2^  dollars,  in  full  payment  of 
the  above  account. 

$24.25.  FRANCIS  G.  BLISS,  Jr.. 

Paid  by  check  on  assistant  treasurer  United  States,  New  York,  No.  -  — , 
dated  -  — ,  189—. 

Receipt  should  be  filled  out  in  writing  and  figures  before  forwarding  to  the 
Department. 


Original.]  [Cat.  No.  117.- 

Form  of  voucher  for  fuel,  lights,  power,  and  water.     (Color,  white.) 
APPROPRIATION  :  "  Fuel,  lights,  and  water  for  public  buildings,  1907." 
The  United  States  to  George  H.  Huddell  &  Co.,  Philadelphia,  Pa.,  Dr. 


Date  of 
delivery. 


Fuel,  lights,  power,  and  water. 


Amount. 


1900. 

Jan.  and 
Feb. 


To  393  tons  bituminous  coal,  at  $1.98  per  ton. 

To  100  tons  anthracite  coal,  at  $5  per  ton 

To  50  cords  wood,  oak,  at  $6  per  cord 


$776. 16 
500.00 
300.00 


Total 


1,576.16 


NOTE. — Vouchers  for  gas,  electric  light,  motors,  and  water  should  give  the  readings  of 
meters  at  commencement  and  close  of  the  time  covered  by  the  vouchers. 

I  certify  that  the  articles  as  above  stated  have  been  furnished  for  use  of  the 
United  States  court-house  and  post-office  building  at  Philadelphia,  Pa.;  that 
they  were  necessary  for,  and  have  been  or  will  be  applied  to,  use  in  the  said 
building;  that  the  prices  charged  are  just  and  reasonable,  and  authorized  by 

Department's  letter  of  April  27,  1899 

P.  A.  MCCLAIN,  Custodian. 
Approved : 


Assistant  Secretary. 

Received  from  THOMAS  J.  HOBBS,  disbursing  clerk,  Treasury  Department, 
Washington,  D.  C.,  the  sum  of  one  thousand  five  hundred  seventy-six  and  ^ 
dollars  in  full  payment  of  the  above  account. 

$1.576.16.  °  GEORGE  H.  HUDDELL  &  Co., 

By  ALFRED  E.  ERRAC,  Secretary. 

a  Where  a  bill  is  receipted  in  the  name  of  a  company  or  corporation,  the 
name  of  the  person  writing  the  company  or  corporation  name,  as  well  as  the 
capacity  in  which  he  signs,  must  appear.  Example :  "  Chicago  Edison  Company, 
per  Johp  Smith,  member  of  firm,  or  secretary,  or  treasurer." 


52 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


Paid  by  check  on  assistant  treasurer  United  States,  New  York,  No.  -  — , 
dated  -  — ,  189 — . 

Receipt  should  be  filled  out  in  writing  and  figures  before  forwarding  to  the 
Department. 


Fuel  inspector's  certificate  on  back  of  voucher. 


— ,  190—. 


I  certify  that  I  weighed  and  inspected  between 
190 — , tons  of coal,  delivered  by 


190—,  and 
-  to 


that  each  of  such  tons  was  of  the  standard  weight  of  twenty-two  hundred  and 
forty  (2,240)  pounds;  that  it  was  of  the^  best  quality,  free  from  stone,  slate, 
and  other  impurities ;  and  that  all  of  the  weights  and  quality  were  in  accord- 
ance with  law. 

( tons  of coal.) 


Original] 


Inspector  <nul  \Yclijhcr. 


[Cat.  No.  117. 


Form  of  voucher  for  electric  current  for  lighting  and  power  purposes. 

(Color,  white.) 

APPROPRIATION  :  "  Fuel,  lights,  and  water  for  public  buildings,  1907." 

The  United  tit nt ex  to  Poitffhkeepsie  Electric  Lit/lit  and  Power  Compcnii/,  Pouyh- 

keepxit'.  \.  Y.,  Dr. 


Date  of 
delivery. 


Fuel,  lights,  power,  and  water. 


Amount. 


1900. 
Jan.     - 


Jan.     — 


ELECTRIC  LIGHT. 

To  2,752,000  watt-hours,  at  lOc.  per  1,000  watt-hours,  consumed  during  the 

month  of  January,  1900 

State  of  meter  at  this  date 1,700,000  2,648,000 

Less  state  of  meter  at  last  settlement . . .  1, 500, 000  2, 500, 000 

Constant  5  x  200, 000    Constant  12  x  146, 000 
Consumption...  1,000,000  1,752,000 

MOTOR  FOR  CANCELING   MACHINE. 

To  45,000  watt-hours,  at  lOc.  per  100  watt-hours,  consumed  during  the  month 

of  January,  1900 

State  of  meter  at  this  date 137,000 

Less  state  of  meter  at  last  settlement 92,000 

Consumption. .    45,000 


$275. 20 


4.50 


279. 70 


NOTE. — Vouchers  for  gas,  electric  light,  motors,  and  water  should  give  the  readings  of 
meters  at  commencement  and  close  of  the  time  covered  by  the  vouchers. 

I  certify  that  the  articles  as  above  stated  have  been  furnished  for  use  of  the 
United  States  post-office  building  at  Poughkeepsie,  N.  Y. ;  that  they  were  neces- 
sary for,  and  have  been  or  will  be  applied  to,  use  in  the  said  building;  that  the 
prices  charged  are  just  and  reasonable,  and  authorized  by  Department's  letter 
of  April  24,  1899. 

FBANK  W.  HALSTED,  Custodian. 

Approved : 


Assistant  Secretary. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  53 

Received  from  THOMAS  J.  HOBBS,  disbursing  clerk,  Treasury  Department, 
Washington,  D.  C.,  the  sum  of  two  hundred  severity-nine  and  T7^  dollars,  in  full 
payment  of  the  above  account. 

$279.70. 

a  POUGHKEEPSIE    ELECTRIC    LIGHT    AND   POWER   Co., 

By  FRED  CASADY,  Secretary. 


Paid  by  check  on  assistant  treasurer  United  States,  New  York,  No.  —  — , 
dated  -  — ,  189—. 

Receipt  should  be  filled  out  in  writing  and  figures  before  forwarding  to  the 
Department. 


Original.]  [Cat.  No.  117. 

Form  of  voucher  for  gas.     (Color,  white.) 

APPROPRIATION  :  "  Fuel,  lights,  and  water  for  public  buildings,  1907." 
The  United  States  to  the  Indianapolis  Gas  Company,  Indianapolis,  Ind.,  Dr. 


Date  of 
delivery. 


Fuel,  lights,  power,  and  water. 


Amount. 


1900. 


Jan. 


To  60,000  cubic  feet  of  gas,  at  $2.50  per  1,000  cubic  feet,  consumed  during  the 
month  of  January,  1900. 

State  of  meter  at  this  date 79,000  c.  f. 

Less  state  of  meter  at  last  settlement.. 19,000 


$150.00 


Consumption 60, 000  c.  f. 


150. 00 


NOTE. — Vouchers  for  gas,  electric  light,  motors,  and  water  should  give  the  readings  of 
meters  at  commencement  and  close  of  the  time  covered  by  the  vouchers. 

I  certify  that  the  articles  as  above  stated  have  been  furnished  for  use  of  the 
United  States  court-house  and  post-office  building  at  Indianapolis,  Ind. ;  that 
they  were  necessary  for,  and  have  been  or  will  be  applied  to,  use  in  the  said 
building;  that  the  prices  charged  are  just  and  reasonable,  and  authorized  by 
Department's  letter  of  June  15,  1899. 

S.  E.  KERCHEVAL,  Custodian. 

Approved : 


Assistant  Secretary. 

Received  from  Thomas  J.  Hobbs,  disbursing  clerk,  Treasury  Department, 
Washington,  D.  C.,  the  sum  of  one  hundred  and  fifty  T°^  dollars,  in  full  pay- 
ment of  the  above  account. 

$150.00.  «  THE  INDIANAPOLIS  GAS  Co., 

By  JAMES  W.  LONG,  Treasurer. 

Paid  by  check  on  assistant  treasurer  United  States,  New  York,  No.  -  — , 
dated  -  — ,  189—. 

Receipt  should  be  filled  out  in  waiting  and  figures  before  forwarding  to  the 
Department. 

« Where  a  bill  is  receipted  in  the  name  of  a  company  or  corporation,  the  name 
of  the  person  writing  the  company  or  corporation  name,  as  well  as  the  capacity 
in  which  he  signs,  must  appear.  Example :  "  Chicago  Edison  Company,  per 
John  Smith,  member  of  firm,  or  secretary,  or  treasurer." 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


Original.]  [Cat.  No.  117. 

Form  of  voucher  for  water  at  meter  rates.  (Color,  white.) 
APPROPRIATION  :  "  Fuel,  lights,  and  water  for  public  buildings,  1907." 
The  United  States  to  8ioit.r  City  \Vdtcr  U'o/Vt-s-.  Xiou.r  City,  Iowa,  Dr. 


Date  of 
deliv- 
ery. 


Fuel,  lights,  power,  and  water, 


Amount. 


1900. 
Jan.  — 


To  100,000  gallons  of  water  consumed  during  the  month  of  January,  1900 — 

10,000  gallons  at  25c.  per  1,000  gallons $2.50 

10,000  gallons  at  20c.  per  1,000 gallons 2.00 

10,000  gallons  at  15c.  per  1,000  gallons 1.50 

70,000  gallons  at  13c.  per  1,000  gallons 9.10 

State  of  meter  at  this  date 40,000c.f. 

Less  state  of  meter  at  last  settlement 


$15. 10 


Consumption 18, 333  x  7  £ 

15.10 


NOTE. — Vouchers  for  gas,  electric  light,  motors,  and  water  should  give  the  readings  of 
meters  at  commencement  and  close  of  the  time  covered  hy  the  vouchers. 

I  certify  that  the  articles  as  above  stated  have  been  furnished  for  use  of  the 
United  States  custom-house  building  at  Sioux  City,  Iowa  :  that  they  were  neces- 
sary for,  and  have  been  or  will  be  applied  to,  use  in  the  said  building ;  that  the 
prices  charged  are  just  and  reasonable,  and  authorized  by  Department's  letter 

of  May  17,  1899. 

JAMES  II.  BOLTON,  Custodian. 
Approved : 


Assistant  Secretary. 

Received  from  THOMAS  J.  HOBBS,  disbursing  clerk.  Treasury  Department. 
Washington,  D.  C.,  the  sum  of  fifteen  and  jfo  dollars,  in  full  payment  of  the 
above  account. 

$15.10.  "  Siorx  CITY  WATER  WORKS. 

P.y  II.  L.  DEYO,  Raiixtnn: 

Paid  by  check  on  assistant  treasurer  United  States,  New  York,  No.  -  — , 
dated  -  — ,  189—. 

Receipt  should  be  filled  out  in  writing  and  figures  before  forwarding  to  the 
Department. 


Original.]  [Cat.  No.  117. 

Form  of  voucher  for  ice,  and  removing  ashes.     (Color,  green.) 

APPROPRIATION:  "Fuel,  lights,  and  water  for  public  buildings,  19O7." 

Tlie  United  States  to  Pothole  Ice  Coni/xmi/,  MhincuiHtllx.  Minn.,  Dr. 


Date  of 
deliv- 
ery. 

Miscellaneous  items,  ice,  and  removal  of  ashes. 

Amount. 

1900. 

To  10,000  pounds  of  ice,  at  loc.  per  100  pounds                          

SI;').  00 

Removing  75  cubic  vards  of  ashes  at  39c  per  cubic  yard                         

29.25 

44.  25 

«  Where  a  bill  is  receipted  in  the  name  of  a  company  or  corporation,  the  name 
of  the  person  writing  the  company  or  corporation  name,  as  well  as  the  capacity 
in  which  he  signs,  must  appear.  Example :  "  Chicago  Edison  Company,  per 
John  Smith,  member  of  firm,  or  secretary,  or  treasurer." 


INSTRUCTIONS   TO    CUSTODIANS   OF   PUBLIC    BUILDINGS.  55 

I  certify  that  the  articles  as  above  stated  have  been  furnished  for  use  of  the 
United  States  post-office  building  at  Minneapolis,  Minn. ;  that  they  were  neces- 
sary for,  and  have  been  or  will  be  applied  to,  use  in  the  said  building ;  that  the 
prices  charged  are  just  and  reasonable,  and  authorized  by  Department's  letter 
of  May  22,  1899. 

CLAYTON  R.  COOLEY,  Custodian. 

Approved : 


Assistant  Secretary. 

Received  from  THOMAS  J.  HOBBS,  disbursing  clerk,  Treasury  Department, 
Washington,  D.  C.,  the  sum  of  forty-four  and  T2^  dollars,  in  full  payment  of 
the  above  account. 

$44.25.  a  POTHOLE  ICE  COMPANY, 

By  O.  P.  STUMP,  Cashier. 

Paid  by  check  on  assistant  treasurer  United  States,  New  York,  No.  -  — , 
dated  -  — ,  189—. 

Receipt  should  be  filled  out  in  writing  and  figures  before  forwarding  to  the 
Department. 


Original.]  [Cat.  No.  116. 

f       APPROPRIATION  :  "  Furniture  and  repairs  of  same  for  public  buildings." 
The  United  States  to , ,  Dr. 


Date  of 
deliv- 
ery. 


Articles  furnished  or  service  performed. 


Amount. 


190—. 


NOTE. — Date  of  delivery  of  articles  or  performance  of  service  must  be  stated  by  custodian. 

I  certify  that  the  article —  as  above  stated  ha —  been  furnished  in  good  condi- 
tion, and  correspond —  with  the  specifications  or  samples,  for  use  of  the  United 

States  -       -  building,   at  -     — ,  -      — ;   that  necessary   for,   and   ha — 

been  or  will  be  applied  to,  use  in  the  same  building ;  that  the  prices  charged  are 

just  and  reasonable,  and  authorized  by  Department's  letter  of  ,  19 — . 

,  Custodian. 

Approved : 


Assistant  Secretary. 

Received  from  THOMAS  J.  HOBBS,  disbursing  clerk,  Treasury  Department, 
Washington,  D.  C.,  the  sum  of  -  —  TT7  dollars,  in  full  payment  of  the  above 
account. 

$ » (Receipt.) , 


°  Where  a  bill  is  receipted  in  the  name  of  a  company  or  corporation,  the 
name  of  the  person  writing  the  company  or  corporation  name,  as  well  as  the 
capacity  in  which  he  signs,  must  appear.  Example :  "  Chicago  Edison  Com- 
pany, per  John  Smith,  member  of  firm,  or  secretary,  or  treasurer." 

6  Where  a  voucher  is  receipted  in  the  name  of  a  company  or  corporation,  the 
name  of  the  person  writing  the  company  or  corporation  name,  as  well  as  the 
capacity  in  which  he  signs,  must  appear.  Example :  "  Chicago  Edison  Company, 
per  John  Smith,  secretary,  treasurer,  or  member  of  firm." 


56  INSTBUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

Paid  by  check  on  assistant  treasurer  United  States,  —  — ,  No. , 

dated  -  — ,  190 — . 

Receipt  should  be  filled  out  in  writing  and  figures  before  forwarding  to  the 
Department 


SAMPLE   FORMS    OF    VOUCHERS. 

Payable  from  appropriations  under  the  control  of  the  Supervising  Architect. 

(NOTE. — With  slight  modifications  the  following  forms  may  be  adapted  to  both 
annual  and  construction  appropriations.  The  "  Directions "  will  serve  as  a 
guide.  Vouchers  chargeable  to  annual  appropriations  are  always  payable  at 
the  Department.  Vouchers  issued  on  account  of  construction  appropriations 
are  customarily  paid  by  a  disbursing  agent,  specially  appointed.) 


No.    1. — 


-Payment   on   account — No   additions,   deductions, 
or  revocations  involved. 


APPROPRIATION:  "Repairs  and  preservation  of  public  buildings,  1903." 
The  I'niteil  Mate*,  to  dordon  A.  Me  wart  <&  Co..  Dr. 


Date. 


1903. 
May  27 


Authority. 


Contract  dated  March  20, 1SKW. 


Articles,  services,  or  work. 


Amount. 


New  slate  roof,  cornices,  relaying  concrete 

walks,  and  general  repairs. 
Less  value  of  work  not  completed 


Less  10  per  cent  retained $330.  W ) 

Less  payments  on  account 2, 000. 00 


Amount  due . 


§4, 71IJ.OO 
1,410.00 


3,306.00 
2,330.60 


975.40 


Building,  United  States  court-house,  post-office,  and  custom-house;  location,  Vicksburg, 
Miss. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reasonable, 
was  necessarily  incurred  for  the  building  named  above,  under  the  appropriation 
quoted,  and  that  the  public  exigency,  where  the  articles  and  services  were  not 
supplied  under  formal  contract  or  accepted  proposal,  required  immediate  deliv- 
ery or  performance,  without  advertisement. 

EDWARD  M.  VERY,  Custodian. 

Approved : 


Assist  an  1  Secretary. 

Received  at  -                   — ,  this day  of  —     — ,  190 — ,  from  -  — , 

disbursing  —      — ,  the  sum  of  nine  hundred  seventy-five  and -j4^  dollars,  in  full 
payment  of  the  above  account. 


GORDON  A.  STEWART  &  Co. 
By  JAS.  ELLIS,  Member  of  Finn. 


$975.40. 

Paid  by  check  No. 


-,  dated 


-,  190 — ,  drawn  on 


-,  payable 


to  the  order  of  payee  as  per  caption. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


57 


No.  2. — Accepted  proposal — Accepted  by  the  Department — Itemiza- 

tion  not  required. 

APPROPRIATION  :  "  Repairs  and.  preservation  of  public  buildings,  1903." 
The  United  States  to  James  H.  Grant  &  Co.,  Dr. 


Date. 

Authority. 

Articles,  services,  or  work. 

Amount. 

1903. 
June   4 

Proposal   accepted    May    14, 
1903. 

Repairing,  fitting,  and  painting  doors  at 
basement  entrance;  renewing  glass  in  sky- 
light; furnishing  and  fitting  sink  in  toilet 
room;  erecting  new  flag  pole  and  painting 
same,  including  all  necessary  labor  and 
material,  as  called  for  by  the  terms  of  the 
proposal. 

$163.  10 

Building,  United  States  court-house  and  post-office  ;  location,  Fort  Wayne,  Ind. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reasona- 
ble, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  imme- 
diate delivery  or  performance,  without  advertisement. 

GEO.  P.  MONTGOMERY,  Custodian. 

Approved : 


Assistant  Secretary. 


-,  this 


day  of 


,  190-,  from 


Received  at 

dibursing  -      — ,  the  sum  of  one  hundred  sixty-three  and 
payment  of  the  above  account. 


dollars,  in  full 


$163.10. 

Paid  by  check  No. 


JAMES  H.  GRANT  &  Co., 
By  L.  M.  JONES,  Member  of  Finn. 


-,  dated 


-,  190-,  drawn  on 


-,  payable 


to  the  order  of  payee  as  per  caption. 


No.  3. — Authorisation — Must  be  itemized. 

APPROPRIATION  :    "  Repairs  and  preservation  of  public  buildings,  1903." 
The  United  States,   to  Charles  P.  Martin,  Dr. 


Date. 

Authority. 

Articles,  services,  or  work. 

Amount. 

1903. 
May  26 

Department  letter  dated  May 

40  ft.  2-inch  light  soil  pipe,  at  11  cts 

$4.40 

23,  1903. 

12  2-inch  light  1/4  bends,  at  21  cts.  

2.52 

4  2-inch  light  1/8  bends,  at  19  cts.  .  . 

.76 

201bs  lOd  nails,  at  3  cts 

.60 

50  Ibs.  34  brass  pipe,  at  24  cts  

12.00 

4  gross  1-inch  screws,  No.  11,  at  19  cts 

.76 

Time  of  plumber  3  hours  at  SO  ots 

1.50 

Amount  due 

22.54 

(Repairs  to  plumbing  in  toilet  room  on  first 
floor.) 

Building,  United  States  post-office,  court-house,  etc.  ;  location,  Auburn,  N.  1. 


58 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reason- 
able, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  imme- 
diate delivery  or  performance,  without  advertisement. 

ROBERT  B.  DAVIDSON,  Custodian. 

Approved : 


Assistant  Secretary. 

Received  at  -  —  ,  this  --  day  of 

disbursing  —      —  ,  the  sum  of  twenty-two  and 
above  account. 


,  190  —  ,  from 


dollars,  in  full  payment  of  the 
CHARLES  P.  MARTIN, 


$22.54. 

Paid  bv  check  No. 


-,  dated 


-,  190 — ,  drawn  on 


-,  payable 


to  the  order  of  payee  as  per  caption. 


No.  4. — Authorization — Proposal  accepted  by  custodian  or  other 
officer  ~by  authority  of  the  Department — Itemization  not  required — 
Copy  of  proposal  muxt  accompany  voucher. 

APPROPRIATION  :  "  Vaults,  safes,  and  locks  for  public  buildings,  1903." 

The  lititetl  N/(//rx,  to  I-'nuiciff  (1.  Itlixx,  jr..  Dr. 


Date. 

Authority. 

Articles,  services,  or  work. 

Amount. 

1903. 
June  11 

Department  letter  dated  June 
5,1903. 

Constructing  pigeonholes  in  vault  of  deputy 
collector,  repairing  combination  lock  on 
safe  in  cashier's  office,  and  general  repairs 
to  lock  boxes  in  post-office  screen. 

$37.  <.M> 

Proposal  accepted  by  custodian  ;  copy  attached. 

Building,  United  States  custom-house  and  post-office  ;  location,  Cincinnati,  Ohio. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or 
services  performed,  or  both,  covering  prices  and  amounts  deemed  just  and  rea- 
sonable, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  imme- 
diate delivery  or  performance,  without  advertisement. 

WM.  H.  HOOD,  Custodian. 

Approved : 


,  190-,  from 
dollars,  in  full  payment  of 

FRANCIS  G.  BLISS,  JR., 


infant  Secretary. 
tlii^ 

rlisjhnrsjMio1 

flip    ui-mi    of    tliivtv-spvpii    find    96    ( 

the  above  account. 

$37.96. 

Paid  by  check  No. 


-,  dated 


-,  190-,  drawn,  on 


-,  payable 


to  the  order  of  payee  as  per  caption. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


59 


No.  5. — Emergency  expenditure — Unauthorized — To  be  submitted  to 
Department  for  approval  of  action — Must  be  itemized. 

APPROPRIATION  :  "  Heating  apparatus  for  public  buildings,  1903." 
The  United  States  to  A.  M.  Bond  Heating  Co.,  Dr. 


Date. 


Authority. 


Articles,  services,  or  work. 


Amount. 


1903. 
June   2 


150  fire  brick,  at  5  cts 

1  barrel  fire  clay 

1  barrel  mortar 

2  dead  plates,  720  pounds,  at  4  1/2  cts 

3  days,  bricklayer,  at  $3.50 

3  days,  pipe  fitter,  at  $3.50 


$7.50 

3.50 

1.25 

32.40 

10.50 

JO.  50 


Amount  due 

( Repairs  to  furnace.    Emergency— requiring 
immediate  attention.) 


65.65 


(Exigency.) 

Building,  United  States  custom-house  and  post-office  ;  location,  Bath,  Me. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reasonable, 
was  necessarily  incurred  for  the  building  named  above,  under  the  appropriation 
quoted,  and  that  the  public  exigency,  where  the  articles  and  services  were  not 
supplied  under  formal  contract  or  accepted  proposal,  required  immediate  delivery 
or  performance,  without  advertisement. 

JOHN  L.  ROSSER,  Custodian. 

Approved : 


Assistant  Secretary. 

Received  at  -  — ,  this  —  —  day  of  -      — ,  190 — ,  from  —  — , 

disbursing  —      — ,  the  sum  of  sixty-five  and  ^  dollars,  in  full  payment  of  the 
above  account. 


A.  M.  BOND  HEATING  Co., 
By  E.  C.  SMITH,  Treasurer. 


$65.65. 

Paid  by  check  No. ,  dated 


-,  190 — ,  drawn  on 


-,  payable 


to  the  order  of  payee  as  per  caption. 


Xo.  6. — Account  for  services,  contingent  force — //  paid  per  annum 
or  per  month,  modify  accordingly — Shows  mode  of  accounting  for 
extra  per  diem  service. 

APPROPRIATION  :  "  Repairs  and  preservation  of  public  buildings,  1903." 
The  United  States  to  Arthur  C.  Ferguson,  Dr. 


Date. 

Authority. 

Articles,  services,  or  work. 

Amount. 

1903. 

Apr.  30 

Department  letter  dated  June 
10,1902.    Oath  June  16,  1902. 

Services  as  carpenter,  engaged  in  repairing 
the  court-house,  post-office,  etc.,  building 

$81.00 

at  Detroit,  Mich.,  from  Apr.  1  to  Apr.  30, 

1903,  27  days,  at  $3  per  day. 
(Worked  1  day  extra,  Sunday,  Apr.  19,  re- 

. 

pairing  roof.) 

Building,  United  States  court-house,  post-office,  etc. ;  location,  Detroit,  Mich. 


60 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reason- 
able, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  imme- 
diate delivery  or  performance,  without  advertisement. 

EDWARD  F.  MCCAULEY,  Custodian. 

A i  (proved : 


.Ix.v/x taut 


Received  at 
disbursing  — 
account. 

$81.00. 


this 


day  of 


-,  190 — ,  from 


the  sum  of  eighty-one  dollars,  in  full  payment  of  the  above 


ARTHUR  C.  FERGUSON, 


Paid  by  check  No. 


dated 


190 — ,  drawn  on 


-,  payable 


to  the  order  of  payee  as  per  caption. 


Occasionally  custodians  are  anthori/ed  to  certify  to  vouchers  for  work  in  con- 
nection with  the  enlargement  or  extension  of  buildings  under  their  custody, 
and  the  following  form  shows  the  method  of  preparing  the  voucher: 

No.  7. — Contract — Payment  on  account — Involves  additions,  deduc- 
tions, and-  a  revocation — Shows  form  of  certification  ~by  architects. 
Completed  form — Payable  hij  dtxlmrxiny  agent. 

APPROPRIATION  :  "Court-house,  post-office,  and  custom-house,  Sioux  City,  Iowa." 
The  r  nltcd  tftutrx,  to  The  \Vrntcrn  ('instruction  <1oinpan)/.  Dr. 


Date. 


May    7 


Authority. 


Contract  dated  Nov.  10, 1902. 


Articles,  service,  or  work. 


Construction    (except    heating    apparatus, 
electric  wiring,  and  conduits). 

Proposal  accepted  Nov.  24,1903.. $140.09 

Proposal  accepted  Dec.  7, 1902 2<X).  (X) 

Proposal  accepted  Jan.  6, 1903 716. 11 


Deduction  Dec.  28, 1902 §407. 22 

Deduction  Feb.  21, !!««__.  .    162.07 

Revocation  Mar.  4, 1903  ...  -     140. 09 


Less  value  of  work  not  completed. 


Less  10  per  cent  retained $6, 666. 66 

Less  payments  on  account 50,000.00 


Amount  due. 


Amount. 


$190,850.10 


1,056.20 
191, 906.  ISO 


709.38 


191,196.92 
124,500.26 


56,666.66 


10,000.00 


Building,  United  States  court-house,  post-office,  and  custom-house  ;  location,  Sioux  City, 
Iowa. 

Certified  as  to  correctness  and  value  of  service  performed,  and  approved  for 
payment  in  the  amount  stated,  viz,  $10,000. 

ELLIS  &  WOOD,  Architects. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


61 


I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reason- 
able, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  immedi- 
ate delivery  or  performance,  without  advertisement. 

R.  M.  JOHNSTON,  Custodian. 

Approved : 


Assistant  Secretary. 

Received  at  Sioux  City,  Iowa,  this  10th  day  of  May,  1903,  from  Charles  P. 
Williams,  disbursing  agent,  the  sum  of  ten  thousand  dollars,  in  full  payment  of 
the  above  account 

THE  WESTERN  CONSTRUCTION  Co., 
By  EDWARD  NALLY,  Secretary. 
$10,000. 

Paid  by  check  No.  14709,  dated  May  10,  1903,  drawn  on  Second  National  Bank, 
Sioux  City,  Iowa,  payable  to  the  order  of  payee  as  per  caption. 

CHARLES  P.  WILLIAMS, 

Disbursing  Agent. 


If  for  any  reason  the  Department  finds  it  necessary  to  authorize  custodians 
to  certify  to  vouchers  for  rent  of  offices  for  superintendents  of  construction  or 
for  salary  due  them,  the  vouchers  should  be  prepared  as  indicated  on  the  two 
following  forms  : 

No.  8. — Accepted  proposal — Involves  a  stipulated  sum  for  a  given 
period,  with  monthly  payments  —  Every  voucher  a  complete 
record. 

APPROPRIATION  :  "  Custom-house  and  post-office,  Brunswick,  Ga." 
The  United  States,  to  Thompson  &  Lee,  Dr. 


Date. 


1903. 
Apr.    ! 


Authority. 


Proposal  accepted  Feb.  7, 1903. 


Articles,  services,  or  work. 


Rent  of  superintendent's  office,  including 
light,  heat,  and  janitor  service  from  Feb. 
10,  1903,  to  Aug.  9,  1903,  six  months,  at  $15 

per  month 

Less  rent  not  yet  due $60.00 

Less  payment  on  account 1 15.  CO 


Rent,  Mar.  10  to  Apr.  9. 


Amount. 


$90.00 
75.00 


15.00 


Building,  United  States  custom-house  and  post-office  ;  location,  Brunswick,  Ga. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reason- 
able, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  imme- 
diate delivery  or  performance,  without  advertisement. 

ROLAND  REED,  Custodian. 

Approved : 


Assistant  Secretary. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


Received  at  Brunswick,  Ga.,  this 


day  of 


-,  190-,  from  Thomas  J. 


Ilenrix,  disbursing  agent,   the  sum   of  fifteen  dollars,   in  full   payment  of  the 
ahove  account. 

THOMPSON  &  LEE, 
By  JNO.  LEE,  Member  of  Finn. 
$15.00. 

Paid  by  check  No. ,  dated  -      — ,  190-,  drawn  on  -  — ,  payable 

to  the  order  of  payee  as  per  caption. 


No.  9. — Account  for  services,  superintendent  of  construction — Applies 
also  to  foremen  of  construction  and  superintendents  of  repairs. 

APPROPRIATION  :    "  Post-office,  court-house,   and  custom-house,   Spokane,  Wash." 
The  United  States  to  Albert  L.  V/VArr//.  /)/-. 


Date. 

Authority. 

Articles,  services,  or  work. 

Amount. 

1903. 
May  31 

Department  letter  dated  Apr. 
8,  1903;  assigned  Apr  .  20.  1»(  «. 

Services  as  superintendent  of  construction 
from  May  1  to  May  31,  1903,  1  month,  at 
$i,000  per  annum. 

$170.  40 

Building,  United  Slntcs  post-otliro.  court-house,  and  custom-house;  location,  Spokane, 
Wash. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reason- 
able, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  service's 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  imme- 
diate delivery  or  performance,  without  advertisement. 

ALBERT  L.  VICKERY,  Custodian. 

Approved : 


Assistant  Secretary. 

Received  at  Spokane,  Wash.,  this day  of  -  — .  190 — ,  from  John  S.  Brad- 
ford, disbursing  agent,  the  sum  of  one  hundred  seventy  and  T4^  dollars,  in  full 
payment  of  the  above  account. 

$170.40. 

ALBERT  L.  VICKERY, 


Paid  by  check  No. 


-,  dated 


-,  190 — ,  drawn  on 


payable  to  the  order  of  payee  as  per  caption. 


INSTRUCTIONS   TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 


63 


Nos.  10  and  11. — Contract — Payment  on  account — Division  under 
separate  appropriations — Accepted  proposals,  under  like  condi- 
tions, may  l>e  similarly  treated. 

APPROPRIATION  :  "  Heating  apparatus  for  public  buildings,  1903." 
The  United  States  to  The  Smith  Manufacturing  Co.,  Dr. 


Date. 


Authority. 


Articles,  services,  or  work. 


Amount. 


1903. 
June  8 


Contract  dated  April  2, 1903  .. 


New  force-draught  heating  apparatus  and 
miscellaneous  repairs. 

Proposal  accepted  May  9, 1903 $100. 00 

Proposal  accepted  May  14, 1903 76. 00 


Chargeable  to  appropriation  "Repairs  and 
preservation  of  public  buildings,  1903." 


Deduction  May  11, 1903 . .  $40. 00 

Revocation  May  20, 1903 76.00 


),000.00 


176.00 

9,176.00 
1,200.00 


7,976.00 
116.00 


Less  value  of  work  not  completed 


7,860.00 
4,735.00 


Less  20  per  cent  retained $625.00 

Less  payment  on  account 500. 00 


Amount  due 


3,125.00 

1,125.00 
2,000.00 


Building,  United  States  custom-house,  court-house,  and  post-office  ;  location,  Memphis, 
Tenn. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reason- 
able, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  immedi- 
ate delivery  or  performance  without  advertisement. 

EDWARD  N.  GRAY,  Custodian. 

Approved. 


Assistant  Secretary. 


Received  at 

disbursing  

above  account. 


$2,000.00. 


-,  this 


day  of 


-,  190-,  from 


-,  the  sum  of  two  thousand  dollars,   in  full  payment  of  the 

THE  SMITH  MANUFACTURING  Co., 
By   THOS.  SMITH,  President. 


Paid  by  check  No. 


-,  dated 


-,  190-,  drawn  on 


-,  payable 


to  the  order  of  payee  as  per  caption. 
11177—06  M 5 


64  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

Sample  voucher  No.  11. 

APPROPRIATION  :  "  Repairs  and  preservation  of  public  buildings,  1903." 
The  United  States,  to  The  Smith  Manufacturing  Company,  Dr. 


Date. 


1903. 
June  £ 


Authority. 


Contract  dated  Apr.  2, 1903. . . . 


Articles,  services,  or  work. 


New  force-draft  heating  apparatus  and  mis- 
cellaneous repairs. 

Proposal  accepted  May  9, 1903 $100.00 

Proposal  accepted  May  14,  1903  ....  76. 00 


Chargealjle  to  appropriation  "  Heating  appa- 
ratus for  public  buildings,  1903." 

Less  value  of  work  not  completed 


Less  10  per  cent  retained 
Amount  due . . . 


Amount. 


$9,000.00 


176.00 


9, 176. 00 
7,976.00 


1,200.00 
977. 78 


222.  22 


Building,  United  States  custom-house,  court-house,  and  post-office ;  location,  Memphis, 
Tenn. 

I  certify  that  the  foregoing  expenditure,  embracing  articles  received  or  serv- 
ices performed,  or  both,  covering  prices  and  amounts  deemed  just  and  reason- 
able, was  necessarily  incurred  for  the  building  named  above,  under  the  appro- 
priation quoted,  and  that  the  public  exigency,  where  the  articles  and  services 
were  not  supplied  under  formal  contract  or  accepted  proposal,  required  immedi- 
ate delivery  or  performance,  without  advertisement. 

EDWARD  N.  GRAY,  Custodian. 

Approved : 


Received  at 
disbursing  — 
account. 

$200.00. 


Assistant  Secretary. 
,  this 


dav  of 


-,  190—,  from 


-,  the  sum  of  two  hundred  dollars,  in  full  payment  of  the  above 


THE  SMITH  MANUFACTURING  Co., 
By  THOS.  SMITH,  President. 


Paid  by  check  No. ,  dated  — 

to  the  order  of  payee  as  per  caption. 


190 — ,  drawn  on 


-,  payable 


LIST   OF    CIVIL-SERVICE    DISTRICTS. 

First  district. — Headquarter?,  Boston.  Mass. :  Maine,  New  Hampshire,  Ver- 
mont, Massachusetts,  Rhode  Island,  and  Connecticut  except  Fairfield  and  New 
Haven  counties. 

Second  district. — Headquarters,  New  York,  N.  Y. :  New  York,  Fairfield  and 
New  Haven  counties  in  Connecticut,  and  the  counties  of  Bergen,  Essex,  Hud- 
son, Morris,  Passaic,  Sussex,  and  Union,  in  the  State  of  New  Jersey. 

Third  district. — Headquarters.  Philadelphia,  Pa. :  Pennsylvania,  Delaware, 
and  the  counties  of  Atlantic,  Burlington,  Camden,  Cape  May,  Cumberland, 
Gloucester,  Hunterdon,  Mercer,  Middlesex,  Monmouth,  Ocean,  Salem,  Somer- 
set, and  Warren,  in  the  State  of  New  Jersey. 

Fourth  district. — Headquarters.  Washington,  D.  C. :  Maryland,  West  Virginia, 
Virginia,  North  Carolina,  and  the  District  of  Columbia. 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  65 

Fifth  district:— Headquarters,  Atlanta,  Ga. :  South  Carolina,  Georgia,  Ala- 
bama, Florida,  Mississippi,  and  Tennessee. 

Sixth  district. — Headquarters,  Cincinnati,  Ohio:  Ohio,  Indiana,  and  Hen- 
tucky. 

Seventh  district. — Headquarters,  Chicago,  111. :  Wisconsin,  Michigan,  and  the 
counties  of  Boone,  Bureau,  Carroll,  Cook,  Dekalb,  Dupage,  Ford,  Grundy,  Hen- 
derson, Henry,  Iroquois,  Jo  Daviess,  Kane,  Kankakee,  Kendall,  Knox,  Lake, 
Lasalle,  Lee,  Livingston,  McHenry,  Marshall,  Mercer,  Ogle,  Peoria,  Putnam, 
Rock  Island,  Stark,  Stephenson,  Warren,  Whiteside,  Will,  Winnebago,  and 
Woodford,  in  the  State  of  Illinois. 

Eighth  district. — Headquarters,  St.  Paul,  Minn. :  Minnesota,  North  Dakota, 
South  Dakota,  Nebraska,  and  Iowa. 

Xinth  district. — Headquarters,  St.  Louis,  Mo. :  Kansas,  Missouri,  Arkansas, 
the  counties  of  Adams,  Alexander,  Bond,  Brown,  Calhoun,  Cass,  Champaign, 
Christian,  Clark,  Clay,  Clinton,  Coles,  Crawford,  Cumberland,  Dewitt,  Douglas, 
Edgar,  Edwards,  Effingham,  Fayette,  Franklin,  Fulton,  Gallatin,  Greene,  Ham- 
ilton, Hancock,  Hardin,  Jackson,  Jasper,  Jefferson,  Jersey,  Johnson,  Lawrence. 
Logan,  McDonough,  McLean,  Macon,  Macoupin,  Madison,  Marion,  Mason,  Mas- 
sac,  Menard,  Monroe,  Montgomery.  Morgan,  Moultrie,  Perry,  Piatt,  Pike,  Pope, 
Pulaski,  Randolph,  Richland,  St.  Clair,  Saline,  Sangamon,  Schuyler,  Scott, 
Shelby,  Tazewell,  Union,  Vermilion,  Wabash,  Washington,  Wayne,  White,  and 
Williamson,  in  the  State  of  Illinois,  Oklahoma,  and  Indian  Territory. 

Tenth  district. — Headquarters,  New  Orleans,  La. :  Louisiana  and  Texas. 

Eleventh  district. — Headquarters,  Denver,  Colo. :  Wyoming,  Utah,  Colorado, 
Arizona,  and  New  Mexico. 

Twelfth  district. — Headquarters,  San  Francisco,  Cal. :  Washington,  Oregon, 
Idaho,  Montana,  California,  and  Nevada. 

Form  of  account  of  sale. 
The  United  States  in  account  with ,  on  account  of  sale  of 


condemned  Government  property  authorized  by ,  dated ,  19- 


19-. 

By  amount  of  gross  proceeds  of  sale 

000  00 

To  disbursements: 
Auctioneer's  fees  

00.00 

Advertising 

00  00 

Inspection  

00.00 

Drayage 

00  00 

To  amount  to  be  carried  into  the  Treasury  to  the  credit  of  —  — 

00.00 

000.00 

000.00 

NOTE. — This  statement  must  be  accompanied  by  a  complete  inventory  of  the  property 
sold,  the  amount  received  for  each  article  or  lot,  and  also  with  the  subvouchers,  properly 
receipted,  covering  the  expenses  of  sale. 

I  hereby  certify  that  the  above  statement  is  true  and  correct  and  represents 
the  actual  amount  received  and  expended. 


LAW. 


"  That  from  the  proceeds  of  sales  of  old  materials,  condemned  stores,  supplies, 
or  other  public  property  of  any  kind,  before  being  deposited  into  the  Treasury, 
either  as  miscellaneous  receipts  on  account  of  '  proceeds  of  Government  prop- 
erty,' or  to  the  credit  of  the  appropriations  to  which  such  proceeds  are  by  law 


66  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

authorized  to  be  made,  there  may  be  paid  the  expenses  of  such  sales,  as  ap- 
proved by  the  accounting  officers  of  the  Treasury,  so  as  to  require  only  the  net 
proceeds  of  such  sales  to  be  deposited  into  the  Treasury,  either  as  miscellaneous 
receipts  or  to  the  credit  of  such  appropriations,  as  the  case  may  be."  (Act  of 
June  8,  1896.) 

All  proceeds  of  sales  of  old  material,  condemned  stores,  supplies,  or  other 
public  property  of  any  kind,  except  the  proceeds  of  the  sale  or  leasing  of  marine 
hospitals,  or  of  the  sales  of  revenue  cutters,  or  of  the  sales  of  commissary  stores 
to  the  officers  and  enlisted  men  of  the  Army  (or  of  materials,  stores,  or  supplies 
sold  to  officers  and  soldiers  of  the  Army),  or  of  the  sale  of  condemned  Navy 
clothing,  or  of  sales  of  materials,  stores,  or  supplies  to  any  exploring  or  sur- 
veying expedition  authorized  by  law,  shall  be  deposited  and  covered  into  the 
Treasury  as  miscellaneous  receipts,  on  account  of  "  proceeds  of  Government 
property,"  and  shall  not  be  withdrawn  or  applied,  except  in  consequence  of  a 
subsequent  appropriation  made  by  law.  (Sec.  3G18,  Rev.  Stat.) 

"  SEC.  3021.  Every  person  who  shall  have  moneys  of  the  United  States  in  his 
hands  or  possession,  and  disbursing  officers  having  moneys  in  their  possession 
not  required  for  current  expenditure,  shall  pay  the  same  to  the  Treasurer,  an 
Assistant  Treasurer,  or  some  public  depositary  of  the  United  States,  without 
delay,  and  in  all  cases  within  thirty  days  of  their  receipt.  And  the  Treasurer, 
the  Assistant  Treasurer,  or  the  public  depositary  shall  issue  duplicate  receipts 
for  the  moneys  so  paid,  transmitting  forthwith  the  original  to  the  Secretary  of 
the  Treasury,  and  delivering  the  duplicate  to  the  depositor:  Provided,  That 
postal  revenues  and  debts  due  to  the  Post-Office  Department  shall  be  paid  into 
the  Treasury  in  the  manner  now  required  by  law."  (Act  May  28,  1890,  section 
5.)  See  sections  1144,  1145,  3072,  5491.  5492.  Rev.  Stat;  Acts  July  5,  1884  (23 
Stat,  184),  June  30,  1890  (26  Stat,  194). 

INSTRUCTIONS. 

The  expenses  of  sale  payable  from  the  gross  proceeds  are  such  as  pertain 
directly  to  the  sale  in  question,  such  as  auctioneer's  fees,  cartage  to  place  of 
sale,  cost  of  inspection  if  an  inspector  be  hired  for  that  purpose,  etc. 

In  making  a  deposit  of  the  net  proceeds  required  by  law,  an  explanation 
should  be  put  on  the  certificate  of  deposit,  or  sent  with  it,  so  that  it  may  be 
determined  to  what  appropriation  the  money  should  be  covered  in.  See  sta- 
tions 3018,  3092,  Rev,  Stats. ;  acts  of  June  22,  1874  (18  Stat.,  200),  June  23,  1874 
(18  Stat,  217),  March  3,  1875  (18  Stat,  388),  March  3,  1875  (18  Stat,  410),  June 
18,  1878  (20  Stat,  103),  February  14.  187!)  (20  Stat,  288),  August  5,  1882  (22 
Stat,  296),  March  3,  1883  (22  Stat,  590),  July  13,  1892  (27  Stat,  145,  section  7), 
August  15,  1894  (28  Stat,  313),  March  2,  1895  (28  Stat,  908).  . 

REFERENCES  TO  REVISED  STATUTES,  STATUTES  AT  LARGE,  ETC. 

*  *  *  That  after  the  expiration  of  six  months  from  the  passage  of  this  art 
no  officer  or  clerk  shall  be  appointed,  and  no  person  shall  be  employed  to  enter 
or  be  promoted  in  either  of  the  said  classes  now  existing,  or  that  may  be 
arranged  hereunder  pursuant  to  said  rules,  until  he  has  passed  an  examination, 
or  is  shown  to  be  specially  exempted  from  such  examination  in  conformity 
herewith.  But  nothing  herein  contained  shall  be  construed  to  take  from  those 
honorably  discharged  from  the  military  or  naval  service  any  preference  con- 
ferred by  the  seventeen  hundred  and  fifty-fourth  section  of  the  Revised  Stat- 
utes, nor  to  take  from  the  President  any  authority  not  inconsistent  with  this 
act  conferred  by  the  seventeen  hundred  and  fifty-third  section  of  said  statutes; 
nor  shall  any  officer  not  in  the  Executive  branch  of  the  Government,  or  any 


INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS.  67 

person  merely  employed  as  a  laborer  or  workman,  be  required  to  be  classified 
hereunder ;  nor,  unless  by  direction  of  tbe  Senate,  sball  any  person  who  has 
been  nominated  for  confirmation  by  the  Senate  be  required  to  be  classified  or  to 
pass  an  examination.  (22  Stat,  p.  406,  sec.  7.) 

1.  Persons  who  have  a  prima  facie  claim  of  preference  for  appointments  to 
civil  offices  under  section  1754,  Revised  Statutes,  shall  be  preferred  in  certifica- 
tions made  under  the  authority  of  the  Commission  to  any  appointing  or  nomi- 
nating officer. 

2.  In  making  any  reduction  of  force  in  any  branch  of  the  classified  civil 
service,  those  persons  shall  be  retained  who,  being  equally  qualified,  have  been 
honorably  discharged  from  the  military  or  naval  service  of  the  United  States: 
and  also  the  widows  and  orphans  of  deceased  soldiers  and  sailors.     (Rule  VII, 
C.  S.  C.) 

SEC.  3679.  No  Department  of  the  Government  shall  expend,  in  any  one  fiscal 
year,  any  sum  in  excess  of  appropriations  made  by  Congress  for  that  fiscal  year, 
or  involve  the  Government  in  any  contract  or  obligation  for  the  future  payment 
of  money  in  excess  of  such  appropriations  unless  such  contract  or  obligation 
is  authorized  by  law.  Nor  shall  any  Department  or  officer  of  the  Government 
accept  voluntary  service  for  the  Government  or  employ  personal  service  in 
excess  of  that  authorized  by  law,  except  in  cases  of  sudden  emergency  involving 
the  loss  of  human  life  or  the  destruction  of  property.  All  appropriations  made 
for  contingent  expenses  or  other  general  purposes,  except  appropriations  made 
for  the  fulfillment  of  contract  obligations  expressly  authorized  by  law,  or  for 
objects  required  or  authorized  by  law  without  reference  to  the  amounts 
annually  appropriated  therefor,  shall,  on  or  before  the  beginning  of  each  fiscal 
year,  be  so  apportioned  by  monthly  or  other  allotments  as  to  prevent  undue 
expenditures  in  one  portion  of  the  year  that  may  require  deficiency  or  addi- 
tional appropriations  to  complete  the  service  of  the  fiscal  year;  and  all  such 
apportionments  shall  be  adhered  to  except  when  waived  or  modified  in  specific 
cases  by  the  written  order  of  the  head  of  the  Executive  Department  or  other 
Government  establishment  having  control  of  the  expenditure,  but  this  provision 
shall  not  apply  to  the  contingent  appropriations  of  the  Senate  or  House  of 
Representatives ;  and  all  such  waivers  or  modifications,  together  with  the  rea- 
sons therefor,  shall  be  communicated  to  Congress  in  connection  with  estimates 
for  any  additional  appropriations  required  on  account  thereof.  Any  person 
violating  any  provision  of  this  section  shall  be  summarily  removed  from  office 
and  may  also  be  punished  by  a  fine  of  not  less  than  one  hundred  dollars  or  by 
imprisonment  for  not  less  than  one  month. 

No  advertisement,  notice,  or  proposal  for  any  Executive  Department  of  the 
Government,  or  for  any  Bureau  thereof,  or  any  office  therewith  connected,  shall 
be  published  in  any  newspaper  whatever,  except  in  pursuance  of  a  written 
authority  for  such  publication  from  the  head  of  such  Department,  and  no  bill 
for  any  such  advertising  or  publication  shall  be  paid  unless  there  be  presented 
with  such  bill  a  copy  of  such  written  authority.  ( Sec.  3828,  Rev.  Stat. ) 

Every  member  of  Congress  or  any  officer  or  agent  of  the  Government  who, 
directly  or  indirectly,  takes,  receives,  or  agrees  to  receive  any  money,  property, 
or  other  valuable  consideration  whatever  from  any  person  for  procuring,  or 
aiding  to  procure,  any  contract,  office,  or  place  from  the  Government  or  any 
Department  thereof,  or  from  any  officer  of  the  United  States  for  any  person 
whatever,  or  for  giving  any  such  contract,  office,  or  place  to  any  person  whom- 
soever, and  every  person  who,  directly  or  indirectly,  offers  or  agrees  to  give,  or 
gives,  or  bestows  any  money,  property,  or  other  valuable  consideration  whatever 
for  the  procuring  or  aiding  to  procure  any  such  contract,  office,  or  place,  and 
every  member  of  Congress  who,  directly  or  indirectly,  takes,  receives,  or  agrees 


68  INSTRUCTIONS    TO    CUSTODIANS    OF    PUBLIC    BUILDINGS. 

to  receive  any  money,  property,  or  other  valuable  consideration  whatever  after 
his  election  as  such  member  for  his  attention  to,  services,  action,  vote,  or 
decision  on  any  question,  matter,  cause,  or  proceeding  which  may  then  be 
pending,  or  may  by  law  or  under  the  Constitution  be  brought  before  him  in  his 
official  capacity,  or  in  his  place  as  such  member  of  Congress,  shall  be  deemed 
guilty  of  a  misdemeanor,  and  shall  be  imprisoned  not  more  than  two  years  and 
fined  not  more  than  $10,000.  And  any  such  contract  or  agreement  may,  at  the 
option  of  the  President,  be  declared  absolutely  null  and  void;  and  any  member 
of  Congress  or  officer  convicted  of  a  violation  of  this  section  shall,  moreover, 
be  disqualified  from  holding  any  office  of  honor,  profit,  or  trust  under  the 
Government  of  the  United  States.  (Sec.  1781,  Rev.  Stat.) 

The  Secretary  of  State,  the  Secretary  of  the  Treasury,  the  Secretary  of  the 
Interior,  the  Secretary  of  War,  the  Secretary  of  the  Navy,  the  Postmaster- 
General,  the  Attorney-General,  and  Commissioner  [Secretary]  of  Agriculture 
shall  keep,  in  proper  books,  a  complete  inventory  of  all  the  property  belonging 
to  the  United  States  in  the  buildings,  rooms,  offices,  and  grounds  occupied  by 
them,  respectively,  and  under  their  charge,  adding  thereto,  from  time  to  lime. 
;ui  account  of  such  property  as  may  be  procured  subsequently  to  the  taking  of 
such  inventory,  as  well  as  an  account  of  the  sale  or  other  disposition  of  any  such 
property.  (Sec.  197,  Rev.  Stat.) 

Every  person  who  makes  or  causes  to  l»c  made,  or  presents  or  causes  t;>  be 
presented,  for  payment  or  approval,  to  or  by  any  person  or  officer  in  the  civil, 
military,  or  naval  service  of  the  United  States,  any  claim  upon  or  against  the 
Government  of  the  United  States,  or  any  Department  or  officer  thereof,  know- 
ing such  claim  to  be  false,  fictitious,  or  fraudulent,  or  who,  for  the  purpose  of 
obtaining  or  aiding  to  obtain  the  payment  or  approval  of  such  claim,  makes, 
uses,  or  causes  to  be  made  or  used,  any  false  bill,  receipt,  voucher,  roll,  account, 
claim,  certificate,  affidavit,  or  deposition,  knowing  the  same  to  contain  any 
fraudulent  or  fictitious  statement  or  entry,  or  who  enters  into  any  agreement, 
combination,  or  conspiracy  to  defraud  the  Government  of  the  United  States,  or 
any  Department  or  officer  thereof,  by  obtaining  or  aiding  to  obtain  the  pay- 
ment or  allowance  of  any  false  or  fraudulent  claim,  or  who,  having  charge,  pos- 
session, custody,  or  control  of  any  money  or  other  public  property  used  or  to  be 
used  in  the  military  or  naval  service,  who.  with  intent  to  defraud  the  United 
States  or  willfully  to  conceal  such  money  or  other  property,  delivers  or  causes 
to  he  delivered,  to  any  other  person  having  authority  to  receive  the  same,  any 
amount  of  such  money  or  other  property  less  than  that  for  which  he  received  a 
certificate  or  took  a  receipt,  and  every  person  authorized  to  make  or  deliver  any 
certificate,  voucher,  receipt,  or  other  paper  certifying  the  receipt  of  arms, 
ammunition,  provisions,  clothing,  or  other  propertv  so  used  or  to  be  used,  who 
makes  or  delivers  the  same  to  any  other  person  without  a  full  knowledge  of  the 
truth  of  the  facts  stated  therein,  and  with  intent  to  defraud  the  United  States. 
and  every  person  who  knowingly  purchase's  or  receives  in  pledge  for  any  obli- 
gation or  indebtedness  from  any  soldier,  officer,  sailor,  or  other  person  called 
into  or  employed  in  the  military  or  naval  service  any  arms,  equipments,  ammu- 
nition, clothes,  military  stores,  or  other  public  property,  such  soldier,  sailor, 
officer,  or  other  person  not  having  the  lawful  right  to  pledge  or  sell  the  same. 
every  person  so  offending  in  any  of  the  matters  set  forth  in  this  section  shall  be 
imprisoned  at  hard  labor  for  not  less  than  one  nor  more  than  five  years,  or  fined 
not  less  than  one  thousand  nor  more  than  five  thousand  dollars.  (See  sees.  8-1 9<». 
3491.)  (Sec.  5438,  Rev.  Stat.) 

Every  officer  charged  with  the  payment  of  any  of  the  appropriations  made  by 
any  act  of  Congress  who  pays  to  any  clerk,  or  other  employee  of  the  United 
States,  a  sum  less  than  that  provided  by  law,  and  requires  such  employee  to 


INSTBUCTIONS   TO   CUSTODIANS   OF   PUBLIC   BUILDINGS.  69 

receipt  or  give  a  voucher  for  an  amount  greater  than  that  actually  paid  to  and 
received  by  him,  is  guilty  of  embezzlement,  and  shall  be  fined  in  double  the 
amount  so  withheld  from  any  employee  of  the  Government,  and  shall  be  impris- 
oned at  hard  labor  for  the  term  of  two  years.  ( Sec.  5483,  Rev.  Stat. ) 

Every  person  who,  having  moneys  of  the  United  States  in  his  hands  or  pos- 
session, fails  to  make  deposit  of  the  same  with  the  Treasurer,  or  some  assistant 
treasurer,  or  some  public  depositary  of  the  United  States,  when  required  so  to 
do  by  the  Secretary  of  the  Treasury,  or  the  head  of  any  other  proper  Depart- 
ment, or  by  the  accounting  officers  of  the  Treasury,  shall  be  deemed  guilty  of 
embezzlement  thereof,  and  shall  be  imprisoned  not  less  than  six  months  nor 
more  than  ten  years,  and  fined  in  a  sum  equal  to  the  amount  of  money  em- 
bezzled. ( Sec.  5492,  Rev.  Stat. ) 

That  all  court-houses,  custom-houses,  post-offices,  appraisers'  stores,  barge 
offices,  subtreasuries,  and  other  public  buildings  outside  of  the  District  of 
Columbia  and  outside  of  military  reservations  which  have  been  heretofore  pur- 
chased or  erected,  or  are  at  present  in  course  of  construction,  or  which  may 
hereafter  be  erected  or  purchased  out  of  any  appropriation  under  the  control  of 
the  Treasury  Department,  together  with  the  site  or  sites  thereof,  are  hereby 
expressly  declared  to  be  under  the  exclusive  jurisdiction  and  control  and  in  the 
custody  of  the  Secretary  of  the  Treasury,  who  shall  have  full  power  to  take 
possession  of  and  assign  and  reassign  rooms  therein  to  such  Federal  officials, 
clerks,  and  employees  as  in  his  judgment  and  discretion  should  be  furnished 
with  offices  or  rooms  therein.  (30  U.  S.  Stat.,  614.) 

SEC.  3739.  No  Member  of  or  Delegate  to  Congress  shall  directly  or  indirectly, 
himself,  or  by  any  other  person  in  trust  for  him,  or  for  his  use  or  benefit,  or  on 
his  account,  undertake,  execute,  hold,  or  enjoy,  in  whole  or  in  part,  any  con- 
tract or  agreement  made,  or  entered  into'  in  behalf  of  the  United  States,  by  any 
officer  or  person  authorized  to  make  contracts  on  behalf  of  the  United  States. 
Every  person  who  violates  this  section  shall  be  deemed  guilty  of  a  misdemeanor 
and  shall  be  fined  three  thousand  dollars.  All  contracts  or  agreements  made  in 
violation  of  this  section  shall  be  void;  and  whenever  any  sum  of  money  is 
advanced  on  the  part  of  the  United  States,  in  consideration  of  any  such  con- 
tract or  agreement,  it  shall  be  forthwith  repaid ;  and  in  case  of  refusal  or  delay 
to  repay  the  same,  when  demanded,  by  the  proper  officer  of  the  Department 
under  whose  authority  such  contract  or  agreement  shall  have  been  made  or 
entered  into,  every  person  so  refusing  or  delaying,  together  with  his  surety  or 
sureties,  shall  be  forthwith  prosecuted  at  law  for  the  recovery  of  any  such  sum 
of  money  so  advanced. 


X. 


Page, 

Absence  from  duty  of  custodians 17 

in  excess  of  fifteen  days 1 16 

leaves  of,  custodians  authorized  to  grant 16 

not  granted  with  pay  to  per  diem  employees 17 

on  account  of  sickness 16 

Acting  custodians,  appointment    of 7 

signature  of  ' 7 

Administrators  of  estates,  requirements 13 

Advertisements  and  circular  letters 21 

posting  about  buildings,   prohibited 34 

Age  limit  of  candidates  for  appointment 10 

Appointment,  declination    of !> 

of  acting  custodians 7 

custodians   7 

temporary,  from   register 8 

not  from  register 8 

Appointments,  changes,    removals,   etc 8 

classified    8 

probational    L 8 

unclassified   9 

from  registers  of  eligibles 9 

not  from  registers  at  places  where  regulations 

have  been  established 10 

Articles  for  experimental  purposes,  introduction  into  building  prohibited-  35 

Assignment  of  persons  to  duty 11 

rooms  35 

plans    _., 35 

Authority  to  be  obtained  from  Department  before  incurring  indebtedness.  18 

Blank  forms  and  books,  and  stationery 33 

Building,    cleaning 15 

Buildings  and  appurtenances,  repairs  to 17 

employees  in  charge  of  custodians 7 

Canceling  machines,  p^st-office 38 

Candidates,  age  limit  of 10 

Carpet   cleaning 15 

Carpets,  requisitions  for 26 

Changes,  removals,  appointments,  etc 8 

Circular  letters  and  advertisements 21 

Civil-service  secretaries,  nominations  to  be  forwarded  through 10 

Civil  Service  Commission,  correspondence  with 7 

Civil-service  districts,  list  of 64 

Classified    appointments 8 

positions,  removals  from ,J_  11 

71 


72  .  INDEX. 

Page. 

Cleaning   building 15 

carpet    15 

Clerical  or  messenger  work,  janitors  not  to  perform 15 

Communications,  separate,   required 33 

Competitive  proposals,  to  be  obtained 20 

Compliance  with  provisions  of  Section  VI 15 

Compensation  for  extra  service  not  allowed 14 

Contracts  or  agreements  with  Government  officials,  employees,  or  mem- 
bers of  Congress  prohibited 22 

Correspondence  with  Civil  Service  Commission 7 

Custodians,  absence  from  duty  of 17 

appointment   of   7 

acting,  appointment  of 7 

signatures    of 1 7 

authorized  to  grant  leaves  of  absence 16 

buildings  and  employees  in  charge  of 7 

employees  under  control  of , 15 

only  to  incur  indebtedness 18 

signatures  of 7 

to  certify  pay  rolls 12 

Death  of  employee  leaving  estate  requiring  administrator 13 

not  leaving  estate  requiring  administrator 13 

Declination  of  appointment '.» 

Decorating  and  draping  public  buildings 38 

Division  of  salary 11 

Duty,  assignment  of  persons  to  _.  11 

Economy  in  use  of  light,  water,  etc 15 

Electric  wiring  or  gas  piping,  changes  in 38 

Elevators    44 

Employees  absent  on  account  of  sickness,  payment  of 17 

and  buildings  in  charge  of  custodians 7 

Government    officials    or.  members    of    Congress,    contracts    or 

agreements  with,   prohibited 22 

leaving  estate  requiring  administrator,  death  of • 13 

not  leaving  estate  requiring  administrator,  death  of 13 

per  diem,  not  granted  leaves  of  absence  with  pay 17 

regular  only,  to  be  borne  on  pay  roll 12 

under  control  of  custodians 15 

.  Employment,  temporary  job 0 

Engineers,  instructions  to 41 

and  firemen,  instructions  to 10 

Engines,  pumps,  and  elevators,  heating  and  ventilating  apparatus,  informa- 
tion required  by  Department 17 

Estimates  for  repairs  and  miscellaneous  items  of  expense 10 

Expenses  of  collecting  the  revenue  from  customs,  items  chargeable  to  ap- 
propriation for 32 

incidental     14 

Experimental  purposes,  introduction  of  articles  for,  prohibited —  35 

Extra  expense  for  labor 

service,  compensation  for,  not  allowed- _ 

Family,  two  or  more  members  of,  in  service 

Firemen  and  engineers,  instructions  to. 

Fiscal  year  to  be  stated  on  pay  rolls 


INDEX.  73 

Page 

Flags,  instructions  relating  to 37 

Form  No.  221  to  accompany  nominations 10 

Fuel     23 

Fuel,  lights,  and  water  for  public  buildings,  items  chargeable  to  appropria- 
tion for 30 

Furniture  and  fixtures,  record  and  return  of 36 

sample  form  of  return  of 47 

material,  old,  sale  of 23 

repairs  of  same  for  public  buildings,  items  chargeable  to 

appropriation   for 30 

requisitions  for -  24 

selling  and  dropping,  form  of  request  for 48 

specifications  for  construction  of 24 

repairs  to 25 

transfer  of.  form  of  request  for ^48 

Gas  piping    or  electric  wiring,  changes  in 38 

Government  officials,   employees  or  members  of  Congress,   contracts   or 

agreements   with,   prohibited 

Heating  apparatus,  inspection  of 16 

for  public  buildings,  items  chargeable  to  appropria- 
tion   for 29 

and  ventilating  apparatus,  engines,  pumps,  and  elevators,  infor- 
mation required  by  Department 17 

Hot-water  heating  and  ventilating  apparatus 43 

Incidental    expenses 14 

Incompeteucy    11 

Indebtedness,  authority  to  be  obtained  from  Department  before  incurring  18 

custodians  only  to  incur 18 

Inspection  of  heating  apparatus 16 

Instructions  to  engineers  and  firemen 16 

Intoxicating    liquors    or   narcotics,   persons    habitually   using,   not   to   be 

appointed  10 

Janitors  not  to  do  clerical  or  messenger  work 15 

Labor,  extra  expense  for 15 

Leases  for  buildings,  grounds,  or  rooms  for  Government  purposes 22 

Leaves  of  absence,  custodians  authorized  to  grant 16 

Letters  and  records  the  property  of  the  United  States 38 

official,  to  be  briefed 33 

to  be  properly  addressed 32 

of   recommendation   prohibited 1.5 

to  be  answered  without  delay 33 

Light,  water,  etc.,  economy  in  use  of 15 

Lock  boxes,  post-office,  duplicate  keys,  repairs,  etc 35 

Locks  and  safes,  requisitions  for 26 

Members  of  Congress,   Government  officials  or  employees,   contracts  or 

agreements  with,  prohibited 22 

Messenger  or  clerical  work,  janitors  not  to  perform 15 

Names  and  signatures  on  pay  rolls 12 

stricken  from  pay  rolls 12 

Narcotics  or  intoxicating  liquors,  persons  habitually  using,  not  to  be  em- 
ployed    10 

Nominations,  Form  221  to  accompany 10 

to  be  forwarded  through  civil-service  secretaries 10 


74  INDEX. 

Page. 

Oath  of  office 12 

Official  letters  to  be  briefed   33 

properly  addressed 32 

Pay  of  assistant  custodians  and  janitors,  items  chargeable  to  appropria- 
tion  for k , 31 

Pay  rolls,  fiscal  year  to  be  stated  on 14 

names  to  be  stricken  from , i 12 

custodians  to  certify 12 

in   duplicate 12 

names  and  signatures  on 12 

regular  employees  only  to  be  borne  on 12 

and  vouchers,  when  to  be  certified 12 

sample  forms 49-64 

Payment  of  employees  absent  on  account  of  sickness IT 

.            less  than  provided  by  law 12 

Per  diem  employees  not  granted  leaves  of  absence  with  pay 17 

Plans,  assignment 35 

Plumbing  __ 42 

Post-office  canceling  machines 38 

lock  boxes,  duplicate  keys,  repairs,  etc 35 

Probational  appointments 8 

Probationer,  report  on 9 

Proposals,  competitive,  to  be  obtained 20 

instructions  relating  to 20 

Public  buildings,  decorating  and  draping 

Recommendation,  letters  of,  prohibited 15 

Records  and  letters  the  property  of  the  United  States 38 

return  of  furniture  and  fixtures 36 

Regular  employees  only  to  be  borne  on  pay  rolls 12 

Requisitions  for  carpets 26 

furniture 24 

safes  and  locks 26 

Removals,  appointments,  changes,  etc 8 

from  classified   positions 11 

unclassified  positions   11 

Repairs  to  buildings  and  appurtenances 17 

and  preservation  of  public  buildings,  items  chargeable  to  appropri- 
ation for 29 

Report  on  probationer 9 

Resignations    11 

Return  of  furniture  and  fixtures,  sample  form__  47 

Rooms,  assignment  of 35 

Safes  and  locks,  requisitions  for  __  26 

information  in  regard  to 44 

Salary,  division  of 11 

Sale  of  old  furniture  and  material 23 

Sales,  form  of  account,  and  law  relating  to 65 

Separate  communications  required 33 

Sickness,  absence  on  account  of 16 

payment  of  employees  absent  on  account  of 17 

Signatures  of  acting  custodians 7 

custodians  _  7 


INDEX.  75 

Page. 

Signatures  affixed  by  stamp 7 

and  names  on  pay  rolls 12 

Sleeping  apartments,  use  of  rooms  for,  prohibited 34 

Specifications  for  construction  of  furniture 24 

repairs  to  building,  heating  and  ventilating  apparatus, 

and  grounds,  directions  for  preparing 20 

furniture    25 

Stamp,  signatures  affixed  by ' 7 

Stationery,  blank  forms  and  books 33 

Steam  heating  and  ventilating  apparatus 42 

Temporary  appointment  from  register 8 

not  from  register : 8 

job  employment 9 

Unclassified  appointments 9 

from  registers  of  eligibles 9 

not  from  register  at  places  where  regulations 

have  been  established 10 

positions,  removals  from 11 

Unofficial  purposes,  rooms  not  to  be  used  for 34 

Vaults,  safes,  and  locks  for  public  buildings,  items  chargeable  to  appropri- 
ation for 29 

Ventilating  and  steam  heating  apparatus 42 

hot  water  heating  apparatus 43 

heating  apparatus,  engines,  pumps,  and  elevators,  infor- 
mation required  by  Department 17 

Vouchers  and  pay  rolls,  when  to  be  certified 12 

sample  forms 49-64 

preparation   of r 26 

Water,  light,  etc.,  economy  in  use  of 15 


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